Eastern New Mexico University

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Administrative Assistant- Academic Services

at Eastern New Mexico University

Posted: 9/20/2019
Job Status: Full Time
Job Reference #: 2578652

Job Description

Overall Job Objective

Job Title:Administrative Assistant- Academic Services
Salary:Depends on Qualifications
Job Type:Full time permanent
Location: Main Campus - Portales, New Mexico
The following is intended to describe the general nature and level of work being performed.  This list of duties is illustrative only, and is not a comprehensive listing of all the functions and responsibilities performed.
Position Summary:
Under limited supervision, perform a variety of office support functions on a regular basis including composing and processing a variety of standard documents and correspondence, maintaining records, coordinating the flow of documents, and scheduling calendar items and events.
Duties and Responsibilities:
  • Perform a range of operational support activities and serve as a liaison with other departments on basic administrative and/or operational matters 
  • Answering and directing phone calls and maintaining the office Academic Services Outlook email and calendar
  • Greet and direct visitors, and when appropriate, resolve routine problems and answer inquiries concerning activities and operations of the programs, accept, screen and route communications, and maintain log of inquiries
  • Monitor departmental budget(s) and perform routine record keeping duties 
  • Support academic committees as assigned, including verifying submitted documents, coordinating flow of documents and scheduling,  attending meetings, and recording the official minutes, maintaining documents on the Portal Community page
  • Operate personal computer to enter data, compile and type reports, prepare letters and general correspondence
  • Order, stock and distribute office supplies
  • Participate in cross-training within the office and in other Academic Affairs offices including (Academic Affairs, Graduate School, and International offices).
  • Perform data entry in the Banner system
  • Assist with the implementation of special events and initiatives (on/off campus)
  • Perform other related duties as assigned 
Minimum Job Requirements:
  • High school diploma or GED certificate
  • At least six months job experience in a professional office environment
Knowledge, Skills and Abilities:
  • Applicant must be proficient in Microsoft Office Suite (i.e. Word, Excel, PowerPoint, Outlook etc.)
  • Experience using Adobe Creative Suite, including InDesign is preferred
  • Experience using ENMU software program is preferred (i.e. Navigator/SSB Banner and Argos)
  • Knowledge of the ENMU's policies, programs, and academic structure
  • Knowledge of the general format, content and use of the university's catalogs
  • Knowledge of office management policies, methods and procedures
  • Strong interpersonal and communication skills and the ability to work professionally and effectively with a wide range of constituencies in a diverse community
  • Ability to establish and maintain cooperative working relationships with faculty, administrators and others
  • Strong organizational skills, including organization and tracking of projects and maintain organization of electronic files.
  • Ability to meet deadlines while working in an environment of constant change
  • Ability to perform routine and moderately complex clerical tasks accurately
  • Ability to research community colleges and identify contacts at programs
  • Ability to understand and convey procedures and regulations established
  • Ability to maintain confidentiality of records and information
  • Ability to communicate effectively, both orally and in writing
  • Ability to work independently, exercise creativity, be attentive to detail, and maintain a positive attitude

 Working Conditions:
Physical Demand and Working Conditions:
  • Work is performed during normal work hours (Monday through Friday 8a.m. to 5p.m.).  On occasion, the job may require some evening or weekend hours.
  • Work is sedentary in nature that at times requires exerting up to 25 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
Essential Functions: As defined under the Americans with Disabilities Act, these include the aforementioned responsibilities, minimum job knowledge, skills, and abilities.  This is not necessarily an all-inclusive listing.
 Additional Information:
Application Deadline Date: Open Until Filled 

Condition of Employment: Must pass a pre-employment background check.

Electronic Application Instructions: Electronic applications should be submitted through the "Apply" link on the top of this page. Please attach the following required documents to your electronic application:

Required Documents:

Letter of interest

ENMU is an Equal Opportunity/Affirmative Action Employer. The University does not discriminate on the basis of race, color, national origin, sex, age, disability, protected veteran status, or any other protected status in its programs, activities, or employment. People seeking additional information about the University's non-discrimination policy should contact the Affirmative Action Officer Jessica Small at (575) 562-2218. Individuals with disabilities requesting an accommodation can call the office of human resources at (575) 562-2115. For any other inquires please contact Human Resources at (575) 562-2115 or e-mail ENMU.HRrecruiter@enmu.edu