Sr. Administrative Assistant

NEW MEXICO HIGHLANDS UNIVERSITY•Las Vegas, NM

2d•Onsite

About The Position

The Senior Administrative Assistant independently oversees administrative and operational matters for the Center for Professional Development and Career Readiness at New Mexico Highlands University. The position serves as a primary point of contact for university and community constituents, students, employers, faculty, and staff, and assists and represents the office principal in communications. It handles a broad range of office issues, maintains confidentiality of university and student records, and coordinates agendas, schedules, special events, and activities. The role supports the center’s services for students and alumni, including career advising, resume assistance, mock interviews, job and internship resources, career fairs, recruiting, and graduate school resources. It also supports student leadership, professional development, and co-curricular programming. The position oversees day-to-day office operations, supports staff, maintains records and databases, assists with budget and administrative transactions, and coordinates events and employer recruiting activities. Work takes place in a typical interior office environment with frequent interruptions and little physical risk.

Requirements

High school diploma or GED; degrees from an accredited institution above the minimum education requirement may substitute for experience on a year-for-year basis.
At least 3 years of experience directly related to the duties and responsibilities.
Knowledge of planning and scheduling techniques, ordering and inventory control, records maintenance, database management, general accounting, office management, and academic administrative procedures.
Strong interpersonal and communication skills and ability to work effectively with diverse constituencies.
Ability to communicate effectively orally and in writing, analyze and solve problems, maintain confidentiality, organize resources, establish priorities, and create and edit written materials.
Skills using database management, word processing, spreadsheet, and/or presentation software; word processing and/or data entry skills.
Ability to lead and train staff or students and coordinate and organize meetings or special events.
Ability to analyze data, run reports, share assessment results, and use technology to improve processes.
Willingness to work weekends, evenings, and odd hours as required.

Nice To Haves

Associate’s degree in any field.
Experience working with diverse populations.
Experience working in a higher education setting.

Responsibilities

Serve as the initial point of contact for matters directed to the office; research and prioritize incoming issues and determine appropriate responses or referrals.
Greet and assist students, employers, and faculty; provide information, schedule appointments, answer calls, and make referrals.
Handle confidential student records and employment documents.
Screen employer information, process required paperwork, and fulfill recruiting requests, including job postings, on-campus interviews, and employer information sessions.
Oversee day-to-day office activities and provide administrative support to staff, including scheduling and prioritizing work and implementing office policies, procedures, and systems.
Coordinate and support class presentations, workshops, information sessions, employer visits, and special events.
Supervise and train student employees and track attendance and payroll records.
Maintain student and employer databases and traffic records, and compile monthly registrations and fee invoices.
Organize career fairs, meetings, office functions, and other special events; coordinate attendance and process facility requests.
Prepare and maintain documentation for job placements, internships, and cooperative education positions.
Respond to inquiries and research and resolve issues related to center documentation and transactions.
Monitor the budget and process purchase, check, travel, budget adjustment, invoice, and receipt forms.
Create mail merges and correspondence for employees, students, staff, and faculty.
Post job announcements on online job boards, email, and campus bulletin boards.
Create publications, brochures, and marketing flyers for center services and events.
Organize and update career resources in the career lab.
Gather and analyze information related to career readiness.
Maintain office equipment and supplies and perform standardized office support work.
Attend meetings in the director’s absence and participate in committees and professional organizations.
Support the use of and training on technology platforms, including digital signage.
Work directly with students and staff to obtain information and make referrals.
Maintain regular attendance and punctuality and perform other related duties as assigned.