Administrative Assistant

CHESS•Espanola, NM

2d•Onsite

About The Position

The Administrative Assistant assists faculty, staff, and students in the Department of Teacher Education with clerical and administrative duties in order to effectively deliver the academic programs to students, and support accreditation and program approval efforts. This position reports to the Department Chair.

Requirements

High school or GED diploma.
Three years of general clerical secretarial experience.
Proficient in MS Office Suite.

Nice To Haves

AA degree.
Experience as an Administrative Assistant.
Computer proficiency in MS Windows and MS Office including Access, Excel, Word and Adobe Acrobat preferred.
Bilingual preferred.

Responsibilities

Demonstrate dedication to job performance and complete tasks as assigned.
Adhere to work schedule.
Maintain clear and concise communication with internal and external stakeholders.
Provide administrative assistance for the delivery of all Teacher Education programs: Associate, Bachelor’s, and Alternative Licensure Certificate.
Provide administrative assistance to the Chair, the faculty, adjunct faculty, and staff.
Provide initial contact between the department and customers (students, faculty, staff, and general public) by answering phones, answering questions, taking messages, greeting visitors, and distributing general information regarding programs and courses. Screen and prioritize calls when necessary. Relay messages to appropriate persons.
Manage calendars and make travel and meeting arrangements.
Operate office machines as needed in order to perform duties, including personal computer, printer, copier, fax machine, binding machine, and calculator.
Assist with inventory of department supplies and equipment, prepare purchase requests for supplies, and prepare forms necessary for departmental administrative support.
Assist in monitoring departmental budget(s) through knowledge of ordering system, tracking purchase requisitions, purchase orders, shipping documents, invoices, bookstore purchases, storeroom requisitions, and other financial documents approved by supervisor.
Assume primary responsibilities for pick-up and distribution of mail.
Prepare student application packets and distribute them to prospective students.
Assist with the coordination of education student orientations.
Assist and provide support to the Chair with correspondence, reports, proposals, and manuscripts.
Assist with annual reports for regulatory and accrediting bodies.
Set up and maintain all student files.
Maintain confidentiality of information in compliance with federal HIPAA rules, as well as student records in compliance with FERPA.
Coordinate entrance and exit interviews and events with faculty and staff.
Prepare contracts for the Department of Teacher Education.
Maintain minutes and files for Faculty meetings, Curriculum meetings, Committee meetings, and Community Advisory Board Meetings.
Prepare letters of appointment, assist faculty with book adoptions, and enter program schedules each semester.
Assist students with registration activities.
Assist adjunct faculty with instructional-related tasks as needed.
Help oversee work-study students.
Contribute to the overall success of the college by performing all other duties as assigned.