Job description
New Mexico State University invites you to apply to be a part of a diverse, dynamic and welcoming learning and working environment in Las Cruces, NM. NMSU seeks employees who are creative and flexible in developing and evaluating new ideas and ways to evolve NMSU into the future. Located in the borderlands and adjacent to the mighty Rio Grande, NMSU is a proud Hispanic-serving institution in the minority-majority state of New Mexico. Southern New Mexico features an average of 294 days of sunshine annually, making NMSU ideal for job-seekers who enjoy hiking, mountain biking, canoeing and bird-watching. NMSU is committed to sustainability through improving and maintaining the quality of human life while preserving the integrity, stability, and beauty of ecological systems for the future. We are looking for student-centered employees with a passion for success. NMSU invites you to take the first step to your successful and rewarding career by applying today.
NMSU is New Mexico’s land-grant and space-grant institution, a comprehensive research institution dedicated to teaching, research, public service and outreach. In addition, the NMSU system includes a satellite learning center in Albuquerque, Cooperative Extension Service offices located in each of New Mexico’s 33 counties, and 12 agriculture research and science centers. New Mexico State University is the institution of choice for more than 15,000 students from 49 states and 89 foreign countries.
Job Duties and Responsibilities
NMSU is New Mexico’s land-grant and space-grant institution, a comprehensive research institution dedicated to teaching, research, public service and outreach. In addition, the NMSU system includes a satellite learning center in Albuquerque, Cooperative Extension Service offices located in each of New Mexico’s 33 counties, and 12 agriculture research and science centers. New Mexico State University is the institution of choice for more than 15,000 students from 49 states and 89 foreign countries.
- Coordinate and perform staff support and operational support activities for the Chancellor’s Office.
- Provide administrative support to the Chancellor’s Office and work to ensure the daily workflow is efficient and effective. Includes answering multiple phone lines and directing telephone calls to the appropriate office. Welcome, assist, and direct visitors and NMSU community.
- Serve as a primary point of contact between the office and senior administrators, and external constituencies.
- Manage all event planning operations hosted by the Chancellor’s Office.
- Monitor multiple inboxes and respond to email inquiries to the Chancellor’s Office.
- Maintain outlook calendar(s), organize and facilitate meetings, which include scheduling and coordinating dates and times, venues, and tracking attendance.
- Schedule and coordinate appointments and/or travel arrangements for executive leadership.
- Prepare agendas and minutes, tracks action items, and schedule meetings for University System Administrative Council (USAC), Chancellor’s Executive Team, and other committee meetings as assigned.
- Prepare reports, presentations, and meeting materials.
- Update and maintain department website(s) content.
- Prepare communications, such as memos, emails, invoices, reports, and other correspondence.
- Write and edit documents from letters to reports and instructional documents.
- Utilize resources (internal records, email, minutes, and other related documents) to retrieve information as requested; prepares written summaries of data when needed.
- Maintain files and records as assigned.
- Maintain office supplies and coordinates maintenance of office equipment.
- Perform budget tasks and reviews the monthly operating budget detail and credit card reconciliation, etc.
- Prepare and review reports (expense, payroll, timesheet, etc.) for completeness, obtains signature approvals, and submits for processing.
- May instruct and oversee the activities of student employees performing the same type of work.
- Perform other related duties as assigned.
Under general supervision, coordinates, oversees, and/or performs a wide variety of administrative support activities for an academic dean/VP/CC President or an executive (generally reporting directly to the President) in charge of a specialized central function of the university or community college. Provides and coordinates staff and office support. Coordinates special events. May serve on a variety of committees in a support capacity.
Classification Standard Duties
Provides staff and office support, to include screening and handling telephone communications, greeting and directing visitors, and dealing with administrative problems and inquiries, as appropriate; serves as a primary point of contact and liaison between the office, students, and external constituencies on a range of day-to-day issues. Organizes and facilitates meetings and special events; schedules and coordinates dates and times, venues, attendance, agendas, and facilities; takes minutes, and provides administrative support and follow up on matters arising from meetings. Composes and prepares highly confidential written documentation and correspondence, which may be legal in nature, for the office; screens and evaluates incoming and outgoing correspondence and prepares responses as appropriate. Schedules and coordinates appointments and/or travel arrangements, and coordinates and oversees daily office activities. Gathers, enters, and/or updates data to maintain departmental records and databases, as appropriate; establishes and maintains files and records for the office. Leads and guides the work of lower graded staff and/or student employees, as appropriate; may participate in training and evaluative sessions. Coordinates and oversees the day-to-day management of supplies, equipment, and facilities for the organization, as appropriate, to include maintenance, inventory management, logistics, security, and related activities. Enhances professional growth and development through participation in educational programs, current literature, in-service meetings, and workshops. Performs miscellaneous job-related duties as assigned.
Knowledge
Knowledge of supplies, equipment, and/or services ordering and inventory control. Knowledge of planning and scheduling techniques. Knowledge of academic administrative principles and procedures. Knowledge of current and emerging trends in technologies, techniques, issues, and approaches in area of expertise. Knowledge of office management principles and procedures.
Skills
Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community. Records maintenance skills. Database management skills. Skill in organizing resources and establishing priorities. Word processing and/or data entry skills.
Abilities
Ability to lead and train staff and/or students. Ability to create, compose, and edit written materials. Ability to coordinate and organize meetings and/or special events.
Required Education
Bachelor’s degree in a related field.
Required Experience
Four (4) years of experience related to the standard duties as outlined.
Equivalency Any equivalent combination of education, training and/or experience as approved by Human Resource Services. Preferred Qualifications Required Certification/License Special Requirements
This position will handle sensitive information.
Other Departmental Requirements Standard Work Schedule Standard (M-F, 8-5) If not a Standard Work Schedule, please describe Physical Work Location State NM-New Mexico Physical Work Location County, if in New Mexico DA-Dona Ana Work Site Contingent Upon Funding Not Applicable Bargaining Unit Eligible Posting Announcement Statement This is NOT a bargaining unit position with American Federation of State, County & Municipal Employees (AFSCME). Tenure Track No Posting Date 04/11/2023 Closing Date 05/12/2023 Anticipated Job Begin Date (optional) 05/16/2023 Anticipated Job End Date, if applicable (optional) Open Until Filled No Special Instructions to Applicants
The electronic application is the
official document that will be used to qualify applicants. Paper/email documents will not be accepted. Required documents must be attached to this application.
May fill multiple positions.
Quicklink for Posting https://jobs.nmsu.edu/postings/50105
May fill multiple positions.
Working Conditions and Physical Effort
Environment
Work is normally performed in a typical interior/office work environment.
Physical Effort
Light physical effort. Effort applies to no more than two (2) hours per day.
Lifting Requirements
Requires handling of average-weight objects up to 10 pounds or some standing or walking.
Risk
No or very limited exposure to physical risk.
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