Student Affairs Executive Administrative Assistant

Position Summary

Under the guidance of the Vice President of Student Affairs and Enrollment Management, act as an administrative partner, be a flexible and supportive force for student affairs who empowers our senior leadership team while serving as a proactive problem solver with exceptional communication skills and meticulous attention to details who exercises independent judgment and takes initiative.

Duties and Responsibilities:

• Performs administrative duties in support of faculty, staff, and/or student efforts, including examining and answering correspondence, processing, and prioritizing office communications, processing mail, answering the telephone and email, arranging conference calls, and maintaining or coordinating the Vice President's schedule.
• Plans, coordinates, and executions of the VPSAEM's meetings and special events (i.e. space reservation, catering orders, technology set-up).
• Assist with the felony admissions process including requesting official records, collecting and categorizing documents, scheduling application reviews, maintaining electronic files using a student code of conduct CRM.
• Gathers, compiles, and enters data, producing routine and specialized reports and documents; maintains files, records, logs, and other tracking systems.
• Design and produce handouts, fliers, newsletters, brochures, manuals, or other documents; may maintain or update webpages or use social media.
• Verify dates, spelling and accuracy of mass email requests as requested and approved, to faculty, staff and students.
• Coordinate and oversee the registration process, step 3.
• May input budget figures, prepare requisitions, maintain budget sheets, log and track expenditures, or assist in departmental procurement processes.
• May serve as a technical resource for computer hardware and software and other office equipment such as copiers and fax machines.
• Organize and maintain office files including confidential materials.
• Make necessary travel and hotel reservations and assemble business materials needed.
• Verify and coordinate the flow of purchasing card documents, perform record keeping tasks such as verifying receipts and statements.
• Manage the Student Affairs online directory, keeping the directory current for all Student Affairs team members.
• Performs clerical duties including correspondence, ordering supplies and equipment, maintaining files, processing mail, and duplication.
• Supervise student employees, coordinate coverage and training.
• Provide administrative support to other advancement teams when needed and approved by VPSAEM.
• Regular and predictable attendance required

Minimum Job Requirements:

A high school diploma or equivalent certificate and a minimum of two years of experience directly related to the duties specified are required.

Knowledge, Skills and Abilities:

• Ability to work in an environment of constant interruptions via telephone and walk-in traffic.
• Tech savvy with a working knowledge of MS Office Suite (Word, Teams, Excel, Outlook, Power Point) and Zoom.
• Maintaining an established work schedule.
• Ability to establish and maintain cooperative working relationships with faculty, administrators and Student Affairs staff and managers and external stakeholders.
• Effectively using interpersonal and communication skills.
• Effectively using organization and planning skills with attention to detail and follow-through.
• Maintaining confidentiality of work-related information and materials.
• Effective customer-orientation when working with a diverse population.
• Ability to independently interpret a wide variety of policies and procedures.
• Ability to gather data and complete routine assignments independently with general instructions.
• Ability to gather and analyze data and complete routine assignments independently with general instructions.
• Ability to organize and manage workflows and collaboratively delegate across the division.
• Characteristics and transferable skills include, but are not limited to, intellectual curiosity, tenacity, eternal optimism, an interest in people and their stories, higher education advancement and alumni engagement, an interest in the life changing impact of philanthropy and higher education on families, students and communities.
• The ability to balance having fun while striving to become ever-better

Physical Demand and Working Conditions:

• Work is sedentary in nature that at times requires exerting up to 25 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.

• Prolonged periods of sitting at a desk and working on a computer.
• Ability to lift and carry 1-5 pounds regularly and up to 20 pounds occasionally (e.g., files, office supplies, meeting materials).
• Ability to stand, walk, bend, reach, and kneel occasionally in the performance of office tasks.
• Manual dexterity sufficient to operate standard office equipment (computer, phone, copier, scanner, etc.).
• Visual acuity to read and prepare documents, emails, and reports.
• Hearing and speech abilities sufficient to communicate clearly in person, by phone, and in virtual meetings.
• Ability to move between campus/buildings or meeting locations as needed.
• Ability to maintain focus and perform tasks in an environment with periodic interruptions.

Essential Functions:[As defined under the Americans with Disabilities Act, these include the aforementioned duties and responsibilities, minimum job requirements, knowledge, skills, abilities, and physical demands and working conditions. This is not necessarily an all-inclusive listing.]

Condition of Employment: Must pass a pre-employment background check.

Electronic Application Instructions: Electronic applications should be submitted through the "Apply" link at the top of this page. Please attach the following required documents to your electronic application:

Required Documents:
Letter of Interest
Contact information for three references (blind or off-list reference checks may be conducted on finalists

Please ensure that you attach all required documents, even if you have applied for other positions at ENMU, as the committee does not have access to those records.

Equal Employment Opportunity /Title IX/IPRA. Eastern New Mexico University does not discriminate on the basis of 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 a 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) 562-2115. New Mexico is an open records state; therefore, ENMU 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.eu, (575) 562-2235, or Quay Hall Office 109, 1500 S Avenue K, Portales, NM 88130. Requests for inspection of public records should be sent to planning.analysis@enmu.edu . For any other inquiries, please contact Human Resources at (575) 562-2115 or e-mail ENMU.HRrecruiter@enmu.edu .