Department Contact: Dr. Craig Newtson, newtson@nmsu.edu 575-646-3803

Internal or External Search: External - Open to all applicants

Advertising Summary: Administrative Assistant – Civil and Environmental Engineering

Join New Mexico State University’s Department of Civil and Environmental Engineering! We are seeking an organized, service-oriented Administrative Assistant to support our department head, faculty, staff, and students.

Responsibilities include daily office operations, facilitate financial transaction, prepare and submit payment reimbursements, purchasing, processing departmental hires, assisting students, and room scheduling. This position also serves as a welcoming first point of contact for visitors to the department.

Strong communication skills, attention to detail, computer literacy, and a willingness to learn new systems are preferred

Position Details

Position Title: Administrative Assistant Intermediate

College/Division: Engineering College

Department: 360400-CIVIL AND ENVIRONMENTAL ENGINEERING

Location: Las Cruces

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: Not Applicable

Standard Work Schedule: Standard (M-F, 8-5)

If Not a Standard Work Schedule: 

Job Duties and Responsibilities: Provide administrative support to department head, faculty, staff, and students for the department including the following: general admin support (office operation and personnel, HR and finance transactions); finance (accounts payable, department-level budgeting, travel expense accounting); human resources (applicant recruiting, on boarding/out processing); procurement (requisition processing, POs); and student administrative services (applications, enroll students, classroom scheduling and utilization). Additional responsibilities include financial duties such as reconciling purchasing and WEX cards, maintaining department records, submitting journal entries, and generating financial reports, as well as procurement activities such as setting up vendors, managing AggieMart access, and placing orders. Additional HR tasks include covering hiring processes, which primarily consists of EPAFs, I-9s (including those for international student employees), and timesheets for various personnel. The position also requires serving as the main point of contact for visitors and department stakeholders, maintaining office inventory, and managing room reservations.

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: 
Experience with Microsoft Office Applications, and willingness to learn new software and systems.

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.