Sr. Administrative Assistant (53060)

SUMMARY:

The Senior Administrative Assistant independently oversees all administrative and/or operational matters for the Center for Professional Development and Career Readiness (formerly Career Services). Acts as the primary point of contact for both internal and external constituencies on all matters pertaining to the office and assists and represents the office principal in communicating with constituents. Handles a wide range of issues on behalf of this office and provides coordination and oversight in the development of agendas, schedules, special events and activities. Researches, prioritizes and follows-up on multiple issues and concerns addressed to the office. Will perform all duties in a professional manner and maintain confidentiality of all University and student records. The Center for Professional Development and Career Readiness is available to alumni and NMHU students attending the main and center campuses. This position will be knowledgeable of the following services provided by this office: career advising, resume assistance, mock interviewing, part-time jobs, internships, career employment, career fairs, on campus recruiting, employer information sessions, and graduate school resources. In addition, this position will support the newly expanded efforts of the center to include student leadership/professional development and co-curricular programming. This position serves as one of the initial points of contact for students, departments, and the campus community for matters related to student professional development.

DUTIES AND RESPONSIBILITIES:

• Serves as primary point of initial contact on any matter directed to the office by the University and community constituencies; independently researches and prioritizes incoming issues and determines appropriate course of action, referral, and/or response;
• Greet and interact with students, employers, and faculty to provide accurate information, schedule appointments, answer phone calls and make referrals. Handle confidential student records and employment documents;
• Greet employers and screen their information, process required paperwork, follow through with their recruiting requests including: posting job announcements; scheduling on campus interviews and employer information sessions;
• Oversees the day-to-day activities of the office, administrative support to staff, to include, scheduling and prioritizing work assignments, and implementation of effective operating policies, procedures, and systems;

DUTIES AND RESPONSIBILITIES:

• Serves as primary point of initial contact on any matter directed to the office by the University and community constituencies; independently researches and prioritizes incoming issues and determines appropriate course of action, referral, and/or response;
• Greet and interact with students, employers, and faculty to provide accurate information, schedule appointments, answer phone calls and make referrals. Handle confidential student records and employment documents;
• Greet employers and screen their information, process required paperwork, follow through with their recruiting requests including: posting job announcements; scheduling on campus interviews and employer information sessions;
• Oversees the day-to-day activities of the office, administrative support to staff, to include, scheduling and prioritizing work assignments, and implementation of effective operating policies, procedures, and systems;
• Assist with coordinating, arranging, and providing class presentations, workshops, information sessions and contracting faculty for scheduling employer visits/ presentations, the planning and coordination of key special events for the office
• Supervise and train student employees and track attendance and payroll records;
• Maintain student and employer databases, student traffic records, and compile monthly student and employer registrations and invoices of fees;
• Assist with coordination and organization of career fairs, schedules, organizes, and coordinates meetings and other office functions and special events; coordinates attendance. Process facility requests for events, employers, registrations and invoicing of fees;
• Create, organize and ensure forms and documentation is complete for job placements and internships and cooperative education jobs;
• Respond to inquiries, research, and resolve issues related to center documentation and transactions;
• Monitor budget and process necessary business and administrative forms such as purchase, check, and travel requests; Budget Adjustment Requests, invoices and receipts;
• Create mail merges and handle correspondence to employees, students, and staff/ faculty;
• Post job announcements on the online job board system, student/ faculty email, and campus bulletin boards;
• Create publications, brochures, and marketing flyers for services and events
• Organize, maintain and update career resources literature in career lab; Gathers, investigates, researches, analyzes, and/or studies information affecting Career Readiness
• Maintain office equipment and supplies; perform a variety of standardized office support work
• Attend meetings in absence of Director of the Center for Professional Development and Career Readiness;
• Participates in committees and professional organizations;
• Support the use and training of technology platforms, including but not limited to digital signage
• Works directly with students and staff to obtain information and make referrals
• Perform other related duties as assigned;
• Maintain regular attendance and punctuality.

MINIMUM REQUIREMENTS:

EDUCATION:

• High School Diploma or GED;
• Completed degree(s) from an accredited institution that are above the minimum education requirement may be substituted for experience on a year for year basis.

EXPERIENCE: At least 3 years of experience directly related to the duties and responsibilities specified.

• PREFERENCE:
• Associate's Degree in any field;
• Experience working with diverse populations;
• Experience working in a higher education setting.

EMPLOYMENT REQUIREMENTS:

• Must be willing to work weekends, evenings, and odd hours as required.

KNOWLEDGE, SKILLS, & ABILITIES:

• Knowledge of planning and scheduling techniques;
• Knowledge of supplies, equipment, and/or services ordering and inventory control;
• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community;
• Knowledge of current and emerging trends in technologies, techniques, issues, and approaches in area of expertise;
• Records maintenance skills;
• Database management skills;
• Knowledge of general accounting principles;
• Ability to communicate effectively, both orally and in writing;
• Ability to analyze and solve problems;
• Demonstrated ability to maintain confidentiality;
• Skills in the use of database management, word processing, spreadsheet, and/or presentation software;
• Knowledge of current and emerging trends in technologies, techniques, issues, and approaches in area of expertise;
• Skill in organizing resources and establishing priorities;
• Ability to lead and train staff and/or students;
• Word processing and/or data entry skills;
• Ability to create, compose, and edit written materials;
• Knowledge of office management principles and procedures;
• Ability to coordinate and organize meetings and/or special events;
• Knowledge of academic administrative principles and procedures;
• Ability to analyze data, run reports and share assessment results;
• Ability to use technology to make processes more efficient.

PHYSICAL DEMANDS:

• Repetitive hand motion and prolonged use of computer;
• Sitting for extended periods of time;
• No or very limited physical effort required.

WORK ENVIRONMENT:

• Work is performed in a typical interior/office work environment;
• Work with frequent interruptions;
• No or very limited exposure to physical risk.