What are the responsibilities and job description for the Administrative Assistant - Natural Resources Management and Biology position at NEW MEXICO HIGHLANDS UNIVERSITY?
Posted Job Summary/Description/Physical Demands
Position Summary
The Administrative Assistant for the Departments of Biology and Natural Resources Management facilitates and administers the day-to-day operations of the department office. Serves as the primary point of contact for internal and external constituencies. This position is represented by a labor union and is subject to the terms and conditions of the NMHUFSA Collective Bargaining Agreement upon successful completion of a 12-month probationary period. Work takes place on the Las Vegas campus.
Duties and Responsibilities
- Provide and/or oversee support activities for the units such as answering telephones, maintaining calendars, writing and maintaining correspondences and records including but not limited to all incoming and outgoing documents to/from department, and following-up on operational commitments.
- Hire and oversee work-study students.
- Prepare and process PO’s for office supplies, office equipment, supplies and purchase supplies as needed with approval of department chair.
- Assist the Graduate Coordinators in preparation of graduate student contracts.
- Communicate and otherwise correspond with other universities, centers and the general public.
- Assist Biology Department and Natural Resources Management Departments Chairs with scheduling, rescheduling and planning.
- Oversee the planning of meetings and events.
- Manage and maintain the Biology Department and Natural Resources Management Department budgets; provide monthly budget reports and assist with Budget Adjustment Request as needed.
- Prepare Travel Requests for field trips, faculty and student conference travel, and other department-related travel.
- Maintain and distribute office supplies to Biology and Natural Resources Management faculty as needed.
- Collect syllabi from Biology and Natural Resources Management faculty and maintain in appropriate files.
- Create and maintain posters, brochures and any other forms used to advertise department activities.
- Collect year-end reports.
- Maintain and keep a record of all cost incurred for travel, vouchers, purchases, equipment maintenance, copy paper, postage, etc.
- Pick up and distribute the Biology Department and Natural Resources Management Department mail.
- Maintain and organize the Biology and Natural Resources Management bulletin boards.
- Maintain regular attendance.
- Provide information and perform problem solving on a range of issues.
- Assist with other Biology and Natural Resources Management activities as assigned by the department.
Work Environment
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- Work in a typical interior/office work environment
- Work with frequent interruptions
- Very limited to no exposure to physical risk
Physical Demands
- Repetitive hand motions and prolonged use of computer.
- Maintaining emotional control under stress.
- Occasionally lifting and/or moving up to forty (40) pounds.
- Sitting for extended periods of time.
- Kneeling, bending, reaching and stooping.
- Walking for extended periods of time.
Qualifications:
Minimum Qualifications
EDUCATION: High School Diploma or GED
EXPERIENCE: One (1) year of experience performing general clerical/administrative assistant work.
Preferred Qualifications
EDUCATION: Associate's Degree in any field
EXPERIENCE: Two to three (2-3) years of office support experience.
Preferred Skills (KNOWLEDGE, SKILLS, & ABILITIES)
- Ability to communicate effectively, both orally and in writing.
- Ability to present oneself with a professional presence and demeanor.
- Ability to maintain confidential information and inquiries with discretion.
- Ability to display a keen attention to detail.
- Ability to display a strong working knowledge in excel, word and other basic computer functions.
- Knowledge of office operations, office machines, and other office decorum.
- Ability to maintain exceptional customer service and people skills.
and contacts with officials, students, organizations, and the general public.
- Knowledge of basic budget principles.
- Knowledge of SCT Banner, PeopleAdmin.
- Ability to display a keen attention to detail.
- Ability to display a strong working knowledge in MS Excel, MS Word, and other basic computer functions.
- Knowledge of office operations, office machines, and other office decorum.
- Ability to maintain exceptional customer service and people skills.
- Ability to establish and maintain effective working relationships with faculty, students and staff.
- Ability to establish and maintain effective working relationships and contacts with officials, students, organizations, and the general public.
- Knowledge of current and emerging trends in technologies, techniques, issues, and approaches in area of expertise.
- Ability to lead and train staff and/or students.
Documents required for consideration
1) Letter of interest/cover letter; 2) Resume; 3) Three (3) professional references in online application, and;
4) copies of unofficial transcripts.
Salary : $17 - $24