Department Contact: Kathy Shreffler; 575-527-7700; kshreffl@nmsu.edu

Internal or External Search: External - Open to all applicants

Advertising Summary: DACC, a responsive, accessible, comprehensive, learning-centered community college that provides education opportunities to a diverse community of learners is inviting candidates to apply for the following vacant position: Administrative Assistant Intermediate

Position Details

Position Title: Administrative Assistant Intermediate

College/Division: DACC Dona Ana CC

Department: 940605-DACC ADULT BASIC EDUCATION

Location: Doña Ana Community College

Offsite Location (if applicable):

Target Hourly/Salary Rate: $17.85

Appointment Full-time Equivalency: 1.0

FLSA Status: Non-Exempt

Bargaining Unit Announcement: This is a bargaining unit position with American Federation of State, County & Municipal Employees (AFSCME).

Contingent Upon Funding: Contingent upon funding

Standard Work Schedule: Shift: Other Shift

If Not a Standard Work Schedule: Standard Shift M-F 8-5 Primarily. May require some evening and occasional weekends.

Job Duties and Responsibilities: Administrative Support
Provides administrative support to the director and leadership team.
Schedules meetings, events, interviews, and appointments for director and leadership team.
Takes notes at all meetings when called upon.
Distributes agenda and minutes of meetings.
Organizes zoom recordings staff meetings and posts on TEAMS.
Organize electronic file structure for the department.
Sorts, screens, reviews, and distributes incoming and outgoing mail.
Follows all of administrative and clerical procedures for DACC, NMSU, and the department.
Completes and submits all employment documentation for new hires in the department including part-time temporary staff, full time staff, and part-time instructors.

Reporting Assistance to Funders
Assists with the preparation of statistical and narrative reports.
Compiles presentations, charts, graphs, and/or tables for reporting program successes and barriers to all funders.
Composes and prepares responses to routine inquiries about program offerings.
Performs basic information gathering and analysis as assigned.

Fiscal Assistance
Monitors monthly disbursements and reconciles actual against budget expenditures for all funders.
Follows all procurement requirements for DACC & NMSU for purchases, purchase orders, requisitions, supplies, equipment, marketing materials, travel, etc.
Requisitions supplies, printing, maintenance and other services.
Coordinates, completes, and submits all required documentation for staff and instructor travel and tracks reimbursements.

Instructional Support
Completes all hiring documentation for part-time instructors
Maintains class schedules and coordinates in-person instruction room assignments.
Maintains list of all online class zoom links.
Maintains all contact information for all staff, including emergency contacts.
Maintains inventory of supplies and administrative and instructional materials.
Organizes our graduation ceremonies for adult learners and their families.

Knowledge & Skills
Must have skills in records maintenance, database management, excel, TEAMS, google classroom, Word processing, and data entry.
Familiarity with Adult Education local, state, and national regulations and requirements.
Requires the ability to exercise independent judgment and employ basic reasoning skills and assist all staff in problem solving.
Performs miscellaneous job-related duties as assigned.

Qualifications

Required Education and Experience: 
High School diploma + 3 years of relevant experience or an Associate’s
Degree + 1 year of relevant experience.

Equivalent Qualifications: 

Preferred Qualifications: 
Bilingual preferred

Special Certification/Licensure: 

Working Conditions and Physical Effort

Environment: Work is normally performed in a typical interior/office work environment.

Physical Effort: No or very limited physical effort required.

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.