Department Assistant

Western New Mexico University•Mission, NM

About The Position

Provides comprehensive clerical support to the department, handling tasks such as correspondence, filing, answering phones, and addressing other clerical needs. This role involves data entry for reports and statistics, maintaining departmental files (both physical and electronic), and organizing documents for audits. The assistant will also interpret departmental procedures for staff, faculty, and students, coordinate meetings by arranging space, managing RSVPs, and setting up/cleaning up. A key responsibility includes following up with employees and supervisors to ensure accuracy and completeness of documentation and information. The role also supports the preparation of various documents and communications, reviews documents and electronic resources related to departmental activities (including advising needs), and guides students to the correct academic advisors. Additionally, the assistant will help maintain student advising files and provide overall support for departmental activities, projects, and logistics, including assisting the department team with projects. Performs other duties as assigned.

Requirements

Clerical support skills
Correspondence handling
Filing (physical and electronic)
Phone etiquette
Data entry
File maintenance and organization
Document retrieval
Interpreting procedures
Meeting coordination
Follow-up communication
Document preparation (paper and electronic)
Reviewing documents and electronic resources
Student guidance to advisors
Maintaining student advising files
Support for departmental activities and projects
Assisting with departmental logistics

Responsibilities

Provides comprehensive clerical support to department including but not limited to correspondence, filing, phones, and anything related to the clerical needs of the department.
Data entry as assigned or required, including but not limited to reports, statistics, etc.
Responsible for file maintenance in department including filing and/or electronic filing, organizing, retrieving documents for audits, etc.
Assists staff, faculty, and students with basic interpretation of departmental procedures.
Coordinates meetings as needed or assigned including arranging for space, receiving RSVPs and ordering needed supplies and setting up and tearing down from meetings.
Follows up as needed with employees and supervisors regarding a wide variety of departmental issues to ensure documentation and information is accurate and up to date.
Assists in preparation of paper, electronic documents, and communications.
Reviews documents and electronic resources, as per departments activities or needs, including but not limited to advising needs.
Understands and refers students to correct academic advisors for assistance.
Assists in maintaining student advising files, either electronic or hard copy, as needed.
Provides support to the department and supervisor for all activities and projects.
Assists with departmental logistics.
Assists the department team with projects.
Performs other duties as assigned.