Admin Asst,Special/Executive

Position Title: Admin Asst,Special/Executive

Employee Classification: Admin Asst,Special/Executive

College/Division: Research, Creativity and ED

Department: 470001-RESEARCH, CREATIVITY AND ED

Internal or External Search: External - Open to all applicants

Location: Las Cruces

Offsite Location (if applicable):

Target Hourly/Salary Rate:  Commensurate with qualifications.

Appointment Full-time Equivalency:  1.0

Exempt or Non-Exempt:  Exempt

Summary:  Consider joining our Team!

Classification Summary:
Under general supervision, coordinates, oversees, and/or performs a wide variety of administrative support activities for an academic dean/VP/CC President or an executive (generally reporting directly to the President) in charge of a specialized central function of the university or community college. Provides and coordinates staff and office support. Coordinates special events. May serve on a variety of committees in a support capacity.

Classification Standard Duties:
Provides staff and office support, to include screening and handling telephone communications, greeting and directing visitors, and dealing with administrative problems and inquiries, as appropriate; serves as a primary point of contact and liaison between the office, students, and external constituencies on a range of day-to-day issues. 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. Composes and prepares highly confidential written documentation and correspondence, which may be legal in nature, for the office; screens and evaluates incoming and outgoing correspondence and prepares responses as appropriate. Schedules and coordinates appointments and/or travel arrangements, and coordinates and oversees daily office activities. Gathers, enters, and/or updates data to maintain departmental records and databases, as appropriate; establishes and maintains files and records for the office. Leads and guides the work of lower graded staff and/or student employees, as appropriate; may participate in training and evaluative sessions. Coordinates and oversees the day-to-day management of supplies, equipment, and facilities for the organization, as appropriate, to include maintenance, inventory management, logistics, security, and related activities. Enhances professional growth and development through participation in educational programs, current literature, in-service meetings, and workshops. Performs miscellaneous job-related duties as assigned.

Required Education, Experience, Certification/License, Equivalency
Required Education:Bachelor's degree in a related field.; Required Experience:Four (4) years of experience related to the standard duties as outlined.; Equivalency:Any equivalent combination of education, training and/or experience as approved by Human Resource Services.; Required Certification/License:

Knowledge, Skills and Abilities
KNOWLEDGE:Knowledge of supplies, equipment, and/or services ordering and inventory control. Knowledge of planning and scheduling techniques. Knowledge of academic administrative principles and procedures. Knowledge of current and emerging trends in technologies, techniques, issues, and approaches in area of expertise. Knowledge of office management principles and procedures.; SKILLS:Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community. Records maintenance skills. Database management skills. Skill in organizing resources and establishing priorities. Word processing and/or data entry skills.; ABILITIES:Ability to lead and train staff and/or students. Ability to create, compose, and edit written materials. Ability to coordinate and organize meetings and/or special events.

Job Duties and Responsibilities
This role manages and delegates all aspects of inter-office functions, duties clearly outlined and critical within the Research Operations Support Officer position. This role has served as a member of the RCSI leadership team, coordinating operational, administrative, and financial matters affecting a broad set of projects in support of the RCSI vision and goals. This role will actively participate in development of internal operational policies and procedures. The role will provide assistance and representation as appropriate in communicating with internal and external constituents of RCSI. The role will assist the VPR with determining appropriate course of action, referral or response to issues, requests and queries, including those of sensitive and confidential nature and will continue to serve on University committees as appropriate. As the Executive Admin to the Vice President of Research, your calendar mastery is like a finely tuned symphony conductor. You're the maestro behind scheduling meetings, coordinating appointments, and ensuring every day runs smoother than a freshly paved highway. From strategic planning sessions to impromptu brainstorming sessions, you're the one who keeps the VP's schedule on track, making sure they're always in the right place at the right time. In your role, you serve as a strategic gatekeeper, meticulously screening and prioritizing communications on behalf of the VP. Your discerning judgment allows you to filter through emails, phone calls, and meeting requests, ensuring that only the most pertinent matters reach the VP's attention. By managing their inbox and agenda with precision, you safeguard their focus and productivity, enabling them to stay aligned with organizational priorities and strategic objectives.Within the realm of research, access to timely and accurate information is paramount. As the Executive Admin, you play a pivotal role in gathering, synthesizing, and disseminating critical information to support the VP's decision-making process. Whether it's compiling research data, preparing briefing documents, or summarizing key insights, your expertise in information management ensures that the VP remains well-informed and equipped to drive research initiatives forward effectively. Behind every successful research endeavor lies a meticulously coordinated effort, and you serve as the linchpin in facilitating seamless project execution. Your role involves liaising with cross-functional teams, tracking project milestones, and ensuring alignment with timelines and deliverables. By adeptly managing project logistics and communication channels, you enable collaboration and synergy, ultimately contributing to the successful execution of research initiatives under the VP's purview

Preferred Qualifications

Special Requirements of the Position

Department Contact:  Diana R. Sandoval, 575-646-2481, dianasan@nmsu.edu

Contingent Upon Funding: Not Applicable

Bargaining Unit Eligibility: This is NOT a bargaining unit position with American Federation of State, County & Municipal Employees (AFSCME).

Standard Work Schedule: Standard (M-F, 8-5)

If Not a Standard Work Schedule: 

Working Conditions and Physical Effort

Environment: Work is normally performed in a typical interior/office work environment.

Physical Effort: No or very limited physical effort required.

Lifting Requirements: Requires handling of average-weight objects up to 10 pounds or some standing or walking.

Risk: No or very limited exposure to physical risk.