Executive Administrative Assistant, Vice President of Academic and Student Affairs

Executive Administrative Assistant, Vice President of Academic and Student Affairs

Salary

$53,000.00 - $55,000.00 Annually

Location

ENMU - Roswell, NM

Job Type

Full time permanent

Job Number

2026-00152

Department

ENMU-Roswell

Opening Date

08/31/2026

• Description
• Benefits
• Questions

Position Overview

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:

The Executive Administrative Assistant is responsible for the routine operations of the office and the completion of recurring projects. This position reports to the Vice President of Academic and Student Affairs.

Supervisory Responsibilities:

Involves leadership responsibilities, including occasionally directing others in the completion of assignments. Individuals may include work-study students, temporary support staff, part-time employees, or others temporarily assigned to the area of responsibility.

Duties and Responsibilities:

• Maintains the VPASA's calendar, schedules and coordinates meetings, greets visitors and members of the public, and promotes a positive image of the institution.
• Monitors the Faculty Load and Compensation (FLAC) process; enters appropriate compensation for adjunct and full-time faculty and works with unit Deans to ensure accuracy and compliance with required approval levels.
• Facilitates the Curriculum Committee, Catalog Committee, and other assigned committees, including creating meeting agendas and schedules, maintaining official meeting minutes, distributing meeting documentation in a timely manner, and maintaining a tracking matrix for each committee.
• Coordinates and maintains confidential faculty evaluation and personnel files, including working with unit Deans to ensure faculty evaluations are completed according to the FEC schedule; distributes and collects required forms, verifies that all necessary materials are included in personnel files, and ensures compliance with established deadlines.
• Maintains accurate and up-to-date databases for adjunct and full-time faculty.
• Assists the VPASA with the overall operations of the office by identifying and communicating potential issues and demonstrating initiative.
• Maintains strict confidentiality when handling sensitive information.
• Maintains budget records and financial documentation for the VPASA office.
• Independently prepares and composes reports, correspondence, and other administrative documents.
• Trains and supervises student hires and work-study students.
• Records and prepares accurate minutes for VPASA meetings.
• Manages the daily operations of the VPASA office, including preparing reports, requisitions, and vouchers; coordinating travel arrangements; and maintaining adequate office supplies.
• Reviews, sorts, and distributes incoming mail and correspondence to the appropriate individuals or offices.
• Performs general administrative duties, including typing, filing, verifying information, coordinating document flow, and scheduling events and facilities.
• Serves as an information resource for the office by responding to inquiries, answering telephone calls, taking messages, directing requests to the appropriate office, and returning calls as needed.
• Serves on the ENMU-Roswell Professional Staff Senate, Data Custodian Committee, and other committees as appointed.
• Maintains an organized electronic filing system, including Memoranda of Understanding (MOUs), Higher Learning Commission (HLC) documentation, and other official records.
• Coordinates with Deans and Human Resources regarding the annual faculty contract process and maintains accurate tenure-track status records.
• Develops and maintains the Academic Calendar in coordination with key campus departments.
• Coordinates and implements Advisory Board meetings.
• Performs other duties as necessary or assigned.

Requirements

Minimum Job Requirements:

• Bachelors degree from an accredited institution and two years of related experience.
• Proficiency in Microsoft Office Suite applications, particularly Microsoft Word, Excel, and Outlook.

Knowledge, Skills and Abilities:

• Excellent interpersonal and communication skills, with the ability to effectively convey ideas, address problems, and provide instructions both verbally and in writing to ENMU-Roswell administrators, faculty, and staff.
• Ability to exercise sound judgment and make effective decisions.
• Ability to remain calm and respond appropriately and effectively in emergency situations.

Working Conditions

• Work is primarily sedentary in nature and may occasionally require exerting up to 25 pounds of force and/or frequently or constantly exerting up to 10 pounds of force 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, and physical demand and working conditions. This is not necessarily an all-inclusive listing.]

Additional Information

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

Resume / Curriculum vitae

Contact information for three references (blind or off list reference checks may be conducted on finalists)

Transcripts Official or Unofficial (Scanned/PDF transcripts required if being used to meet the minimum or preferred qualifications; Copy and Paste transcripts will not be considered.)

ENMU-R is an Equal Opportunity Employer/Title IX/IPRA. Eastern New Mexico University - Roswell 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) 624-7412. New Mexico is an open records state; therefore ENMU-R 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.edu, (575) 562-2235, or Quay Hall Office 109, 1500 S Avenue K, Portales, NM 88130. Requests for records should be sent to Teresa Casarez at teresa.casarez@roswell.enmu.edu. For any other inquires please contact Human Resources at (575) 624-7412 or email roswell.hr@enmu.edu

The specific statements shown in each section of this description are not intended to be all inclusive. They represent typical elements and criteria considered necessary to successfully perform the job.

ENMU-Roswell reserves the right to cancel, change, or close any advertised position at any time. The decision to do so will be based upon the needs of the University and the final determination will rest with the President.

APPLICANTS ARE RESPONSIBLE FOR SUBMITTING COMPLETE APPLICATIONS

Insurance

Insurance for Eastern New Mexico University-Roswell is offered through the New Mexico Public Schools Insurance Authority. High coverage and low coverage options are offered for medical and dental insurance so employees can choose the plan thats right for them.

• Health insurance is offered through both Blue Cross and Blue Shield of New Mexico and the Presbyterian Health Plan
• Dental insurance is offered through United Concordia.
• Vision insurance is offered through Davis Vision.
• Life insurance is offered through Standard Life Insurance Company and UNUM Life Insurance Company.

Retirement

Eastern New Mexico University-Roswell participates with the New Mexico Educational Retirement Board (NMERB), Social Security, and Medicare.

The University also offers supplemental retirement plans. 403b plans are available through TIAA/CREF, AIG VALIC, and MetLife. 475b plans are offered through TIAA/CREF.

Paid Time Off

Leave accrual rates are determined by employee class (At-Will/Professional & Faculty - exempt or Support - non-exempt) and years of employment. See below for specific accruals for each employee class.

As per policies and procedures Adjuncts and Temporary employees are not eligible to accrue leave.

Faculty Paid Time Off

• Medical leave is accrued 48 hours in the Fall and 48 hours in the Spring.
• Personal Leave - Five personal work days each academic year and two work days during the summer. Only regular faculty will be eligible for personal leave. Personal leave will not accumulate from academic year to academic year.

Support Paid Time Off

• During the first year of service, full time non-exempt (hourly) employees accrue 7 hours of annual leave and 7 hours of medical leave per month.
• The second year of service, full time non-exempt employees accrue 10 hours of annual leave and 10 hours of medical leave per month.
• The third and subsequent years of service, full time non-exempt employees accrue 14.66 hours of annual leave and 14 hours of medical leave per month.
• Employees must work for the University for three months before they are eligible to use annual leave.
• Leave accruals will be pro-rated for part time employees.

Professional/ At-will Paid Time Off

• Full time exempt employees accrue 14.66 hours of annual leave and 14 hours of medical leave per month.
• Employees must work for the University for three months before they are eligible to use annual leave.
• Leave accruals will be pro-rated for part time employees.

Employee Educational Assistance Plan

Eastern New Mexico University-Roswell offers a tuition waiver for permanent, full-time and part-time regular employees and retirees. Employees can take up to 9 credit hours on the Roswell campus. Their IRS dependents are not restricted in the number of credit hours they can take. For detailed information reference 40.9 Educational Assistance Program.

For classes offered by ENMU in Portales, the Portales campus will waive some tuition for either the employee or spouse, dependents, as defined by the I.R.S., are not eligible for tuition waivers for classes taken through the Portales campus.

Additional course fees will still need to be paid by the employee.

As per policies and procedures Adjuncts and Temporary employees are not eligible to recieve the tutiion wavier.

01

Ethical Conduct Question (Compliant with NM HB-128) Please provide a list of current and former employers that were schools or that employed you in a position involving unsupervised contact with children or students. The list shall include the name, address, telephone number and other relevant contact information for each of the entities listed.

02

Ethical Conduct Question (Compliant with NM HB-128) By checking yes in this box, you authorize disclosure of information relevant to the ethical conduct questions and you authorize the release of related records by your previous employers, releasing them from any liability related to the disclosure or release of records.

• Yes
• No

03

Ethical Conduct Question (Compliant with NM HB-128) Have you ever been under investigation for, or have been found to have violated, any state or federal statute relating to child abuse or neglect, sexual misconduct, or any sexual offense?

• Yes
• No

04

Ethical Conduct Section - Complaint with NM HB-128 Please type your name

05

Ethical Conduct Question (Compliant with NM HB-128) Have you ever been under investigation for, or found to have violated, any ethical rule or policy approved by a former employer?

• Yes
• No

06

Ethical Conduct Question (Compliant with NM HB-128) Have you ever had a professional license or certificate denied, suspended, surrendered or revoked due to a finding of child abuse or ethical misconduct or while allegations of child abuse or ethical misconduct were pending or under investigation?

• Yes
• No

Required Question

Employer Eastern New Mexico University

Address 1500 S. Ave. K, Station 21

Portales, New Mexico, 88130

Phone 575-562-2115

Website http://www.enmu.edu