Administrative Assistant NNMC

CHESS•Espanola, NM

15d

About The Position

The Administrative Assistant provides clerical and administrative support to the department chair, faculty, staff, and students in the Department of Engineering and Technology to help effectively deliver the department’s academic programs. The position serves as an initial point of contact for the department and supports office operations, meetings, records, budgets, purchasing, calendars, travel, student registration, classroom readiness, and departmental events.

Requirements

High school diploma or GED.
Three years of general clerical or secretarial experience.
Knowledge and proficiency in MS Windows and MS Office, including Word, Excel, and PowerPoint, and Adobe Acrobat.
Ability to provide exceptional customer service.
Knowledge of ordering supplies, equipment, and/or services.
Organizing and coordinating skills.
Ability to create, compose, and edit written materials.
Ability to perform simple accounting procedures.
Skill in using office equipment.
Ability to understand and follow specific instructions and procedures.
Ability to communicate effectively, both orally and in writing.
Records maintenance skills.
Ability to maintain confidentiality of records and information.

Nice To Haves

Associate degree.
Experience as an Administrative Assistant.

Responsibilities

Provide administrative support for programs within the Department of Engineering and Technology and assist the department chair, faculty, and staff.
Serve as an initial contact for students, faculty, staff, and the public by answering phones and questions, taking messages, greeting visitors, distributing program and course information, directing visitors, and relaying messages.
Perform general office duties, including composing, proofreading, typing, duplicating, and distributing correspondence and answering routine questions.
Operate office equipment, including computers, printers, copiers, fax machines, and binding machines.
Maintain minutes and files for department and other meetings, including curriculum and external advisory committee meetings.
Assist with department supply and equipment inventory, prepare purchase requests, and complete forms for departmental administrative support.
Help monitor and reconcile departmental and grant budgets using ordering systems and tracking requisitions, purchase orders, shipping documents, invoices, bookstore purchases, and other financial documents.
Manage calendars and arrange meetings and travel, and prepare reimbursement requests.
Assist faculty with textbook adoptions and request, order, and follow up on instructor desk copies from publishers.
Assist students with registration activities using Banner.
Ensure classrooms are clean and prepare work orders for facilities and IT regarding classroom and office furniture and equipment.
Collect and organize data and maintain student files and graduation records.
Coordinate department- and college-level events.
Learn new computer applications as required.
Maintain regular attendance and perform other related duties as appropriate or required.