Administrative Assistant Intermediate

New Mexico State University•Las Cruces, NM

4d•Onsite

About The Position

Dona Ana Community College is seeking an Administrative Assistant Intermediate to provide administrative support for the Facilities Manager and the department’s supervisors. Facilities has 49 employees, and the role supports the Facilities Manager, four Facilities Supervisors, the Security Supervisor, the Assistant Manager, the Maintenance Supervisor, and two Custodial Supervisors. The position manages the Facilities Information, Services and Work Order Desk, providing customer service and operational support for facilities services. Duties include coordinating work orders, procurement and purchasing activity, keys and access cards, space and equipment inventories, work-study students, furniture and event logistics, deliveries, travel and training requests, and employee onboarding and system access. The position also serves on search committees and other campus committees as needed. Work is normally performed in a typical interior/office environment. Physical effort is no or very limited; the position may require handling objects weighing up to 10 pounds or some standing or walking. Exposure to physical risk is no or very limited.

Requirements

High school diploma and 3 years of relevant experience, or an Associate's Degree and 1 year of relevant experience.

Nice To Haves

Bilingual English/Spanish.
Proficiency in Microsoft Word and Excel.
Ability to set up meetings in Microsoft Teams or Zoom.

Responsibilities

Provide administrative support to the Facilities Manager and Facilities supervisors.
Manage the Facilities Information, Services and Work Order Desk, which is open Monday through Friday, 8 a.m. to 5 p.m.
Answer phone calls, assist customers with submitting work orders, advise on procurement procedures, address customer concerns, and assist contractors and vendors.
Manage the computerized work order system (School Dude) and assign work orders to appropriate staff.
Receive keys and cards from departing employees, distribute them to new employees, and help customers with key or electronic card issues.
Order and receive items in Aggie Mart, receive purchase orders and open purchase orders, and reconcile P-Cards for five employees.
Manage and update the yearly NMSU Space survey covering spaces in buildings across DACC campuses.
Conduct the yearly inventory of Facilities equipment and assist other departments and divisions with inventory as needed.
Manage the hiring and supervision of work-study students.
Coordinate customer requests for small furniture, including ordering, delivery, and setup; assist the Facilities Manager with large furniture projects and renovations.
Coordinate logistics for special-event setups, ensure customer needs are met, and provide information and support to Custodial and Maintenance staff for event needs.
Manage deliveries to the Facilities loading dock and receiving area, inform customers, and arrange local delivery to appropriate spaces.
Serve regularly on search committees and on other campus committees as invited or needed.
Process departmental travel and training requests and ensure proper procedures are followed.
Assist department employees with computer access, onboarding and compliance training, Banner, timekeeping, email, and work-order-system access.