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
• Hourly Rate: $17.85
• Full-Time Equivalency: 1.0
• FLSA Status:
  Non-Exempt
• Work Schedule:
  
  Shift: Other Shift (Standard Shift M-F 8-5; may require some evenings and occasional weekends)
• Bargaining Unit Announcement:
  This is a bargaining unit position with American Federation of State, County & Municipal Employees (AFSCME)
• Contingent Upon Funding:
  Contingent upon funding

• 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 of staff meetings and posts them on TEAMS.
  • Organizes electronic file structure for the department.
  • Sorts, screens, reviews, and distributes incoming and outgoing mail.
  • Follows all 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 spend against budget expenditures for all funders.
  • Follows all procurement requirements for DACC & NMSU for purchases, purchase orders, requisitions, supplies, equipment, marketing materials, travel, etc.
  • Requisition s 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 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 to assist all staff in problem solving.
  • Performs miscellaneous job‑related duties as assigned.

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

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.

New Mexico State University does not discriminate in employment on the basis of race, color, religion, sex, national origin, political affiliation, marital status, disability, genetic information, age, military service, or other non‑merit factor.