Administrative Assistant - STEM

Overview

Administrative Assistant

School of STEM

Tsaile Campus

Duty

Schedule:

40 hours/week preferably 8 hours per day from Monday to Friday

Summary/Objective of Position: The role of the Administrative Assistant is to be a positive representative of the School of STEM and college community. Assists the School Dean; be self-motivated, able to make independent judgments; manage workflow daily, ensuring deadlines are met and work is completed correctly; assist in training faculty & staff members and new hires; implement and monitor programs as directed by management and see programs through to completion;

generate memos, emails, and reports when appropriate; assume responsibility for maintenance of office equipment, including computers and copy machines; maintain office supplies by checking inventory and ordering items; respond to questions and requests for information; answer incoming inquiries and assume other receptionist duties when needed.

Disclaimer: This is not necessarily an exhaustive list of all responsibilities, duties, skills, efforts, requirements or working conditions associated with the job. While this list is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Be a self-motivated worker and make independent judgments; ability to multi-task; set work priorities; problem solve; practice confidentiality and discretion; conduct orientations for new faculty and staff related to order supplies, equipment, etc. Create complete itinerary travel coordination for faculty; follow up on details; take minutes & agendas if required; setup Zoom links for meetings. Provide data-driven information for the School of STEM;

coordinate communication among personnel and students at all campuses and sites; coordinate Articulation Task Force meetings; participate in Career Days and registration; participate in Recruitment; work with branch/center faculty and adjunct faculty during summer school sessions. Assist in College-wide events such as inter-campus, academic achievement, graduation, etc.

Manages specific daily operations of a School: organizes communication among faculty and college personnel through tracking phone messages, email, and shared files. Distributes inter-office and U.S. postal mail; photocopies material as requested. Maintains electronic filing for division documents and correspondences. Assists students in connecting with faculty and directs students to appropriate college areas for support. Follows up on documents to ensure they flow through the College system in a timely manner.

Help design a Marketing Plan for strategic planning under the School. Work on a PowerPoint for the Division for Recruitment. Update Division programs Brochures. Will be required to keep timesheet for the Student Worker(s).

Maintains specific general operations:
Uses office software such as MS Word, MS Access, MS PowerPoint, Outlook, Sofdoc, Jenzabar program.

Education & Experience

Minimum:

• Five (5) years of general office experience as administrative assistant or in a related field; two to three years of experience in a higher education institution in the STEM.

Preferred:

• Associate of Science Degree in STEM or in business, related field, required.

Knowledge:

• Professional in communicating and being positive working with students, staff, and faculty.
• Promotes and engages in teamwork.
• Maintains organizational system within the office setting for all major functions.
• Performs duties and responsibilities in an accurate and timely manner.
• Plans time effectively and initiates ways to improve procedures.
• Understand the basic accounting.

Skills/Abilities:

• Effective written, spoken, and non-verbal communication skills.
• Problem-solving and decision-making skills.
• Oral fluency in Navajo is highly desirable, but not mandatory.
• Navajo/American Indian preference is exercised but not mandatory.
• Bi-lingual and bi-literate Navajo preferred, but not mandatory.
• MS Office 365, Outlook, Canva, or equivalent tools; knowledge of online teaching platforms (Canvas, Zoom, Blackboard) is a plus.
• Commitment to the Dine College and School of STEM's mission and to advancing health equity through education, research, and service. Demonstrated understanding of inclusive, community-based pedagogical approaches. Strong interpersonal and collaboration skills with faculty, students, and community partners. Ability to manage multiple priorities, adapt to change, and sustain attention to detail while contributing to dynamic team-based and community-focused efforts.