Administrative Assistant

CHESS•Santa Fe, NM

23d•Onsite

About The Position

The Administrative Assistant supports the work of Directors and their academic programs to ensure efficient and effective operations. Coordinates with others to research and provide timely response to program inquiries, adhere to program guidelines, and foster continuous quality improvement. Administrative Assistant may supervise assigned student employees. This is a Fixed-Term position, therefore continuous employment is contingent upon further position funding and/or need.

Requirements

High school diploma or GED
Two (2) years of experience related to the major duties and responsibilties of this position.
Knowledge of modern office practices, procedures, and college policies.
Knowledge of computers, office equipment, and job-related software applications, including word processing, spreadsheets, databases, and calendaring systems.
Knowledge of planning, scheduling, and organizational techniques.
Skill in decision-making, problem-solving, and prioritizing multiple tasks.
Skill in maintaining files and records and preparing reports.
Skill in oral and written communication and interpersonal relations.
Ability to provide high-quality customer service.
Ability to organize resources, establish priorities, and manage competing demands.
Ability to work independently and collaboratively as part of a team.
Ability to maintain confidentiality and exercise discretion in sensitive situations.

Nice To Haves

Associate's degree
Bilingual (English/Spanish)
Experience working with a relational database, i.e. Banner, Laces, Workday.

Responsibilities

Analyzes and revises office data in SFCC database, Workday, Banner, LACES, etc. for assigned program tasks and course offerings.
Attends required professional development trainings, engages in process improvements, and enhances overall program effectiveness by actively seeking continuous quality improvement.
Communicates effectively with others by greeting guests, answering telephone calls, researching inquiries, responding timely to email, coordinating vendor visits for office supplies and equipment repair.
Prepares drafts of various correspondence documents for internal and external communications to promote program updates and events, ad-hoc reports, and distribution of departmental news.
Provides administrative assistance for departmental meetings including scheduling, minutes, travel, preparation of presentation and other special project materials.
Reconciles procurement transactions, maintains file storage, tracks P-card spending, and monitors purchasing progression to completion.
Assists in tracking of financials and deadlines for funding source reporting.
Ensure all office equipment is functioning properly, and office supplies are adequately supplied.