Administrative Assistant Intermediate

Department Contact: Kathy Shreffler; ; kshreffl

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 Title: Administrative Assistant Intermediate

College/Division: DACC Dona Ana CC

Department: 940605-DACC ADULT BASIC EDUCATION

Location: Doña Ana Community College

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.

• 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 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.
• 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.
• 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.
• Requisition s supplies, printing, maintenance and other services.
• Coordinates, completes, and submits all required documentation for staff and instructor travel and tracks reimbursements.
• 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.
• 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.

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.