Administrative Programs Specialist

Eastern New Mexico University•Main Campus - Portales, NM

1d•Onsite

About The Position

Under the limited supervision of the Director of Career Services, the Career Services Administrative Programs Specialist will oversee data collection, verification, and administrative activities, as well as provide and monitor service provision for the Office of Career Services.

Requirements

Bachelor’s degree in business, data management, or related field, or an equivalent combination of education and/or experience, is required.
Demonstrated knowledge of career strategy, student development theory, and practice
Remain current in knowledge of legislation, emerging issues, and best practices.
Excellent management experience
Demonstrated strategic planning experience
Exceptional organizational abilities to manage multiple priorities, deadlines, and projects
Experience planning, coordinating executive events and programs
Demonstrated capacity to work effectively with faculty, staff, administrators, students, alumni, and other community constituents
Excellent interpersonal, written, and oral communication skills, including written business communications
Ability to present to large and small groups
Success in budget management
Excellent records management and office management
Ensure accurate documentation for internal analysis, reports, and plans
Exceptional application of technology
Use AI-supported tools ethically to improve productivity and critically assess AI-generated content to ensure accuracy
Skilled use of standard office equipment: Computer, Copier, Scanner, etc.
Skilled use of Microsoft Office and other applicable computer applications
Must pass a pre-employment background check.

Nice To Haves

Professional experience in data management or accounting is preferred

Responsibilities

Serve as quality assurance official for all career services documentation/service provision and monitor participant career service progress
Develop/collect, organize, enter, maintain, verify, analyze, and ensure the security of accurate information within all Career Service-specific database systems, as well as confidential FERPA-compliant program records and program files, activities, and services provided
Prepare and submit the ENMU Career Service Annual Performance Report, as well as other reports as needed by the Director of Career Services
Develop, assemble, and maintain systems for the collection, aggregation, and reporting of data required for institutional compliance and other accountability processes
Develop and maintain confidential FERPA-compliant program files on Career Services documentation; document all Career Services contacts, services, activities, and academic/career progress, objectives, and goals met; maintain accurate data for project records
Manage, maintain, organize, and ensure the proper storage of confidential FERPA-compliant program files, activities, and services provided, as well as ensure the proper order of filing systems, records, and data entry processes
Teach skills and aid students, alumni, members of the ENMU community, individually and in groups, with all aspects of career strategy and service provision
Support the Career Services Program and Career Services Director in programmatic activities, including maintaining budget records and maintaining project inventory; complete daily and project-based office duties, as assigned; provide other support, as needed
Ensure office efficiency and coordinate office tasks as assigned by the Director of Career Services; manage office calendar; process correspondence and leave requests/timesheets; type reports, minutes, and program-related materials.
Review completed work in accordance with programmatic and university policy, procedures, prescribed format, and content
Provide assistance and quality customer service to students, alumni, members of the ENMU community, business and community visitors, including the ascertainment of facts, as well as accurate, professional provision of information
Attend required meetings, training, and professional development; participate in committees, councils, and professional development activities, as assigned
Performs other job-related duties and projects assigned in support of the University’s mission, core values, and goals
Regular and predictable attendance required