Academic Services Administrative Assistant

The following is intended to describe the general nature and level of work being performed. This list of duties is illustrative only and is not a comprehensive listing of all the functions and responsibilities performed.

Position Summary:

Under limited supervision, perform a variety of office support functions on a regular basis, including composing and processing a variety of standard documents and correspondence, maintaining records, coordinating the flow of documents, and scheduling calendar items and events.

Duties and Responsibilities:

• Perform a range of operational support activities and serve as a liaison with other departments on administrative and/or operational matters
• Answering and directing phone calls and maintaining the office Academic Services Outlook email and calendar
• Greet and direct visitors and, when appropriate, resolve routine problems and answer inquiries concerning activities and operations of the programs, accept, screen, and route communications, and maintain log of inquiries
• Monitor departmental budget(s) and perform routine record keeping duties
• Support academic committees as assigned, including verifying submitted documents, coordinating flow of documents and scheduling, attending meetings, and recording the official minutes, maintaining documentation.
• Operate personal computer to enter data, compile and type reports, prepare letters and general correspondence
• Order, stock, and distribute office supplies
• Participate in cross-training within the office and in other Academic Affairs offices, including Academic Affairs, Graduate School, and International offices.
• Perform data entry in the Banner system, DegreeWorks, and in other electronic platforms that support catalog (Undergraduate and Graduate) and curriculum revision processes.
• Assist with the implementation of special events and initiatives (on/off campus)
• Regular and predictable attendance is required
• Perform other related duties as assigned

Minimum Job Requirements:

• High school diploma or GED certificate
• At least six months of job experience in a professional office environment

Knowledge, Skills and Abilities:

• Applicant must be proficient in Microsoft Office Suite (i.e. Word, Excel, Teams, PowerPoint, Outlook etc.)
• Experience using Adobe Creative Suite, including InDesign is preferred
• Experience using ENMU software program is preferred (i.e. Navigator/SSB Banner and Argos)
• Knowledge of the ENMU's policies, programs, and academic structure
• Knowledge of the general format, content and use of the university's catalogs
• Knowledge of office management policies, methods and procedures
• Strong interpersonal and communication skills and the ability to work professionally and effectively with a wide range of constituencies in a diverse community
• Ability to establish and maintain cooperative working relationships with faculty, administrators and others
• Strong organizational skills, including organization and tracking of projects and maintaining organization of electronic files.
• Ability to meet deadlines while working in an environment of constant change
• Ability to perform routine and moderately complex clerical tasks accurately
• Ability to research community colleges and identify contacts at programs
• Ability to understand and convey procedures and regulations established
• Ability to maintain confidentiality of records and information
• Ability to communicate effectively, both orally and in writing
• Ability to work independently, exercise creativity, be attentive to detail, and maintain a positive attitude

Physical Demand and Working Conditions:

• Work is performed during normal work hours (Monday through Friday, 8 a.m. to 5 p.m.). On occasion, the job may require some evening or weekend hours.
• Work is sedentary in nature that at times requires exerting up to 10 pounds of force occasionally and/or a consistent amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.

Essential Functions: [As defined under the Americans with Disabilities Act, these include the aforementioned duties and responsibilities, minimum job requirements, knowledge, skills, and abilities, as well as physical demand and working conditions. This is not necessarily an all-inclusive listing.

Application Deadline Date: Open Until Filled

Condition of Employment: Must pass a pre-employment background check.

Electronic Application Instructions: Electronic applications should be submitted through the "Apply" link on the top of this page. Please attach the following required documents to your electronic application:

Required Documents:
Letter of Interest
Contact information for three references (blind or off-list reference checks may be conducted on finalists

Please ensure that you attach all required documents, even if you have applied for other positions at ENMU, as the committee does not have access to those records.

Equal Employment Opportunity /Title IX/IPRA. Eastern New Mexico University does not discriminate based on race, color, national origin, religion, sex (including pregnancy, gender identity, and sexual orientation), age, disability, genetic information, veteran status, or any other characteristic protected under federal, state, or local laws. If reasonable accommodation is needed to participate in the job application or interview process, or to perform essential job functions, please contact the office of human resources at (575) 562-2115. New Mexico is an open records state; therefore, ENMU complies with the Inspection of Public Records Act, NMSA 1978, Chapter 14, Article 2, from the Office of the New Mexico Attorney General. Any concerns regarding sex discrimination should be addressed to the Title IX Coordinator at either titleix.coordinator@enmu.eu, (575) 562-2235, or Quay Hall Office 109, 1500 S Avenue K, Portales, NM 88130. Requests for inspection of public records should be sent to planning.analysis@enmu.edu . For any other inquiries, please contact Human Resources at (575) 562-2115 or e-mail ENMU.HRrecruiter@enmu.edu .