Job Title

Position Details Position Information Position Senior Administrative Assistant-SWEEP-Raí­ces Full Time/Part Time Part Time Job Type Term Appointment Position Summary The incumbent will serve as Senior Administrative Assistant to the Social Work Educational Enhancement Project (SWEEP)-Raí­ces, a grant-funded project of the Facundo Valdez School of Social Work (FVSSW). SWEEP-Raí­ces works to support the enrollment, retention, and graduation of all social work students, with a focus on Hispanic/Latino and under-resourced communities by building meaningful relationships with students, faculty, staff, and community. The candidate will provide direct administrative support and project management for SWEEP-Raí­ces. While the Senior Administrative Assistant will often work independently, they are part of a larger team that works closely and collaboratively to serve the constituents of the grant. The development of institutional knowledge and an understanding of the operations of NMHU and the FVSSW is necessary in support of the grant's efforts. This person will report to the SWEEP-Raí­ces Project Director and will work closely with SWEEP-Raí­ces staff, students, and faculty who support the grant. - This position is represented by a labor union and is subject to the terms and conditions of the Collective Bargaining Agreement upon completion of probationary period. Duties and Responsibilities Assists in the daily operations of SWEEP-Raí­ces and provides administrative support to the grant's Project Director, other project staff, students, faculty, and community partners. Maintains open communication with FVSSW faculty and staff, University Departments (such as ORSP, Registrar's Office, OIER, Business Office, Financial Aid, IT, Admissions, HR, etc.) Performs administrative support within the policies and guidelines of NMHU, the FVSSW, and the Department of Education. Broad responsibilities include preparing agendas, presentations, documents, spreadsheets. Will compose memos, emails, flyers, and other correspondence as needed. Develops and maintains proficiency in the systems needed to support SWEEP-Raí­ces, this includes: ChromeRiver, PeopleAdmin, PayCom, Microsoft Outlook, Microsoft Office, Banner, Zoom, Teams, fillable forms and digital signatures. Responsible for creating, tracking, submitting, and managing contracts for faculty, students, and contractors who support the grant. Maintains an up-to-date tracking system for contracts by semester. Works collaboratively with the Project Director to provide budget support. Manages and monitors the budget, and prepares budget documents such as BARS, and routes for processing. Provides budget updates to Project Director and others as needed. Support the Project Director in the completion of the Annual Performance Report and other reports as needed. Collects and enters grant data, this includes constituent surveys, OIER data, etc. Supports the grant's outreach and community engagement efforts by attending community events. Oversees the management and distribution of student loaner computers. Helps with travel arrangements and mileage reimbursement for project staff and contractors. Schedules and confirms appointments and assists with the planning of meetings and events. Orders supplies for all project staff and contractors, meetings and events. Serves as the first point of contact for general inquiries for SWEEP-Raí­ces. Answers phone and responds to emails and messages within a reasonable time. May assist in the supervision of SWEEP-Raí­ces student employees. Follows timelines and meets deadlines. Establishes positive collegial and professional relationships with all students, staff, faculty, and the general public. Performs other related duties as assigned. Minimum Job Requirements High School Diploma or GED; at least 3 years of experience directly related to the duties and responsibilities specified. Completed degree(s) from an accredited institution that are above the minimum education requirement may be substituted for experience on a year for year basis. Preferred Qualifications Associate's Degree in any field Experience in Higher Education Experience working with Ellucian Banner, ChromeRiver, PeopleAdmin, PayCom, Microsoft Outlook, Microsoft Office, Zoom, Teams Special Conditions for Eligibility Valid driver's license Knowledge, Skills, and Abilities Knowledge of planning and scheduling techniques; Knowledge of supplies, equipment, and/or services ordering and inventory control; Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community; Knowledge of current and emerging trends in technologies, techniques, issues, and approaches in area of expertise; Records maintenance skills; Database management skills; Knowledge of general accounting principles; Ability to communicate effectively, both orally and in writing; Ability to analyze and solve problems; Demonstrated ability to maintain confidentiality; Skills in the use of database management, word processing, spreadsheet, and/or presentation software; Skill in organizing resources and establishing priorities; Ability to lead and train staff and/or students; Word processing and/or data entry skills; Ability to create, compose, and edit written materials; Knowledge of office management principles and procedures; Ability to coordinate and organize meetings and/or special events; Knowledge of academic administrative principles and procedures; Ability to provide excellent customer service; Strong organizational skills in attending to detail, meeting deadlines and following timelines; Ability to use independent judgement and work with minimal direction and supervision, at times; Ability to work well under supervision and receive constructive feedback with a willingness to make needed improvements; Must be willing to work occasional evenings or weekends, as requested (for special events). Physical Demands Repetitive hand motion and prolonged use of computer; Sitting for extended periods of time. Working Environment Work is performed in a typical interior/office work environment and will involve virtual work; Work with frequent interruptions; Work may include set-up for special events or meetings. Pay Rate Work Location/Campus Center Multi Campus/Center Locations EEO Statement New Mexico Highlands University is an affirmative action, equal opportunity employer, making decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, veteran status, disability, or any other protected class. We are committed to the University values of diversity, accessibility, excellence, and responsiveness. For disabled access or services call or email Visit the link below for more information regarding affirmative action and equal opportunity: Equal Employment Opportunity is THE LAW Posting Detail Information Posting Number AS904P Open Date 09/09/2024 Close Date Open Until Filled Special Instructions to Applicant A complete online application must include: 1) Letter of interest/cover letter; 2) Resume; 3) Three (3) professional references in online application, and; 4) copies of unofficial transcripts. Candidates who are invited for on-campus interviews will be required to submit official transcripts. References will be contacted in conjunction with on-campus interview. Upload required materials with online application. For disabled access or services, call (505) or contact Human Resources at NMHU IS AN EQUAL OPPORTUNITY EMPLOYER. For more information regarding the position, you may contact SWEEP-Raí­ces Project Director, Valerie Valles-Pedroza, at Quick Link