Administrative Assistant - Natural Resources Management and Biology

Position Summary

The Administrative Assistant for the Departments of Biology and Natural Resources Management facilitates and administers the day-to-day operations of the department office. Serves as the primary point of contact for internal and external constituencies. This position is represented by a labor union and is subject to the terms and conditions of the NMHUFSA Collective Bargaining Agreement upon successful completion of a 12-month probationary period. Work takes place on the Las Vegas campus.

Duties and Responsibilities

• Provide and/or oversee support activities for the units such as answering telephones, maintaining calendars, writing and maintaining correspondences and records including but not limited to all incoming and outgoing documents to/from department, and following-up on operational commitments.
• Hire and oversee work-study students.
• Prepare and process PO’s for office supplies, office equipment, supplies and purchase supplies as needed with approval of department chair.
• Assist the Graduate Coordinators in preparation of graduate student contracts.
• Communicate and otherwise correspond with other universities, centers and the general public.
• Assist Biology Department and Natural Resources Management Departments Chairs with scheduling, rescheduling and planning.
• Oversee the planning of meetings and events.
• Manage and maintain the Biology Department and Natural Resources Management Department budgets; provide monthly budget reports and assist with Budget Adjustment Request as needed.
• Prepare Travel Requests for field trips, faculty and student conference travel, and other department-related travel.
• Maintain and distribute office supplies to Biology and Natural Resources Management faculty as needed.
• Collect syllabi from Biology and Natural Resources Management faculty and maintain in appropriate files.
• Create and maintain posters, brochures and any other forms used to advertise department activities.
• Collect year-end reports.
• Maintain and keep a record of all cost incurred for travel, vouchers, purchases, equipment maintenance, copy paper, postage, etc.
• Pick up and distribute the Biology Department and Natural Resources Management Department mail.
• Maintain and organize the Biology and Natural Resources Management bulletin boards.
• Maintain regular attendance.
• Provide information and perform problem solving on a range of issues.
• Assist with other Biology and Natural Resources Management activities as assigned by the department.

Work Environment

• Work in a typical interior/office work environment
• Work with frequent interruptions
• Very limited to no exposure to physical risk

Physical Demands

• Repetitive hand motions and prolonged use of computer.
• Maintaining emotional control under stress.
• Occasionally lifting and/or moving up to forty (40) pounds.
• Sitting for extended periods of time.
• Kneeling, bending, reaching and stooping.
• Walking for extended periods of time.

Qualifications

Minimum Qualifications
EDUCATION: High School Diploma or GED
EXPERIENCE: One (1) year of experience performing general clerical/administrative assistant work.

Preferred Qualifications
EDUCATION: Associate's Degree in any field
EXPERIENCE: Two to three (2-3) years of office support experience.

Preferred Skills (KNOWLEDGE, SKILLS, & ABILITIES)

• Ability to communicate effectively, both orally and in writing.
• Ability to present oneself with a professional presence and demeanor.
• Ability to maintain confidential information and inquiries with discretion.
• Ability to display a keen attention to detail.
• Ability to display a strong working knowledge in excel, word and other basic computer functions.
• Knowledge of office operations, office machines, and other office decorum.
• Ability to maintain exceptional customer service and people skills.
• Knowledge of basic budget principles.
• Knowledge of SCT Banner, PeopleAdmin.
• Ability to establish and maintain effective working relationships with faculty, students and staff.
• Ability to establish and maintain effective working relationships and contacts with officials, students, organizations, and the general public.
• Knowledge of current and emerging trends in technologies, techniques, issues, and approaches in area of expertise.
• Ability to lead and train staff and/or students.

Documents required for consideration
1) Letter of interest/cover letter; 2) Resume; 3) Three (3) professional references in online application, and; 4) copies of unofficial transcripts.