Administrative Assistant

Please see Special Instructions for more details.

Position

Position Administrative Assistant

Full Time/Part Time

Full Time/Part Time Full Time

Job Type Regular

One half of this position (50%) will server School of Education Departments of Curriculum & Instruction, Special Education, and Educational Leadership and the other half of this position (50%) will serve School of Education’s Alternative Teacher Certificate Program ( ATCP ).

The Administrative Assistant facilitates and administers the day-to-day operations of the department or of a multi-faceted, self-contained operating unit/department. Develops and manages projects to help achieve the mission and goals of the department. Serves as the primary point of contact for internal and external constituencies. Leads and guides administrative support staff, may independently administer a defined program initiative or service operation for the unit.

Oversees the planning of meetings and events.

Serves as the primary point of contact for NMHU’s Alternative Teacher Certificate Program ( ATCP ) Candidates; ensures all paperwork for each ATCP Candidate is complete; provides and/or oversees support activities for the ATCP Unit such as answering telephones, maintaining calendars, making travel arrangements, writing and preparing documentation and correspondence for the office, and reviewing and controlling incoming and outgoing correspondence;

establishes, updates, and maintains unit’s files, inventories, and records and implements and maintains data management systems as required; organizes and facilitates meetings and special events, schedules, and coordinates dates and times, venues, attendance, agendas, and facilities, takes minutes, and provides administrative support and follow-up on matters arising from meetings, and monitors, reconciles, and assists with fiscal administration for the ATCP Program.

This position is represented by a labor union and is subject to the terms and conditions of the Collective Bargaining Agreement upon completion of probationary period.

• Oversees and administers the day-to-day operations of the office; develops policies, procedures, and systems which ensure productive and efficient office operation;
• Provides and/or oversees support activities for the unit such as answering telephones, maintaining calendars, making travel arrangements, writing and preparing documentation and correspondence for the office, reviewing and controlling incoming and outgoing correspondence, and following-up on operational commitments;
• Organizes and facilitates meetings and special events, schedules and coordinates dates and times, venues, attendance, agendas, and facilities, takes minutes, and provides administrative support and follow-up on matters arising from meetings;
• Periodically attends/supports activities outside of normal work hours;
• Monitors, reconciles, and assists with fiscal administration for the unit (using Chrome River), including but not limited to budgets, funding, grants, contracts, payroll, employment, travel, and/or purchasing; may assist with fiscal planning, including participating in seeking alternate sources of funding;
• Researches information, compiles statistics, and gathers and computes various data; prepares special and/or one-time reports, summaries, or replies to inquiries, selecting relevant data from a variety of sources;
• Develops and manages projects to ensure efficient service and to achieve the mission and goals of the department;
• Serves as a primary point of contact between the office and internal/external constituencies; provides information and performs problem solving on a range of issues;
• Establishes, updates, and maintains unit’s files, inventories, and…