Executive Assistant for Finance, Administration, and Government Relations

Position Details

Position Executive Assistant for Finance, Administration, and Government Relations Full Time/Part Time Full Time Job Type Regular Position Summary

The Executive Administrative Assistant for the Vice President for Finance, Administration, and Government Relations reports directly to the Vice President for Finance, Administration, and Government Relations. This position provides high level administrative assistance and support to the Vice President for Finance, Administration, and Government Relations and his/her staff and oversees all office and administrative functions.

Duties and Responsibilities

•Manages, plans, and oversees office administrative support, including details of a sensitive and confidential nature, and oversees office functions and services;
•Responsible for complex functions that require coordination with senior level administrators, executives, university attorneys, vice presidents, deans, department chairs, directors, and other personnel who report to the Vice President for Finance, Administration, and Government Relations;
•Routinely professionally interacts with university students, faculty, staff, government officials, and officials of private and public sectors;
•Must become familiar with the Collective Bargaining Agreements, the Faculty Handbook, Student Handbook, and all university policies and procedures;
•Oversees, coordinates, verifies, maintains, and processes all payroll timesheets and sick and annual leave documents for the office; tracks leave and approves timesheets for direct reports to the Vice President;
•Supervises student employees;
•Creates spreadsheets, presentations, and binds books and plans for the department;
•Maintains various types of important records for the university and conducts research and compiles reports on behalf of the office;
•Routinely reads, interprets, responds to, and composes complex correspondence on behalf of the office; proofreads and edits correspondence;
•Recommends changes in policies and procedures and makes administrative decisions on behalf of the Vice President when appropriate and within established university policies and procedures;
•Signs and processes important documents on behalf of the Vice President; accurately completes and processes forms (i.e., personnel action forms, purchase requisitions, vouchers, travel requests, etc.) which are time sensitive;
•Coordinates and manages incoming and outgoing correspondence, documents, forms, and information both electronic and written and disseminates such information to the appropriate personnel;
•Coordinates and maintains accurate calendars, participates, and records/files minutes for meetings; schedules and tracks important dates/appointments and meetings for on-going campus-wide projects;
•Communicates deadlines to the department and coordinates documentation for Board of Regent meetings;
•Assists with special projects assigned by the President or Board of Regents;
•Screens visitors and calls;
•Works extensively with university campus personnel to maintain all office functions;
•Schedules and books travel, and processes necessary travel forms for the department;
•Serves on various committees on behalf of the office;
•Attends various internal and external meetings on behalf of the Vice President;
•Works with other colleges, universities, and statewide organizations to collect information and data as needed;
•Prepares presentation materials;
•Prepares work schedules;
•Assigns and monitors office employees’ work and handles time sensitive tasks;
•Maintains confidential files for the office; organizes and archives necessary departmental and university records and files;
•Runs administrative reports, coordinates workflow, and other administrative functions;
•Maintains office inventory; orders office supplies, equipment, and services as needed;
•Reviews and recommends amendments to internal procedures to ensure customer service;
•Recruits and screens candidates for office positions;
•Serves on the Campus Budget and Planning Committee;
•Assists with reporting on state and federal lobbying activities;
•Coordinates administrative tasks for the Legislative Leadership Fellowship Program and other government relations activities;
•As needed, follows up to ensure multiple personnel and campus-wide issues are resolved by appropriate personnel;
•Maintains regular attendance;
•Attends trainings as needed; and
•Performs miscellaneous job-related duties as assigned.

Minimum Job Requirements

• Associate degree in any related field, plus at least 7 years of directly related experience; two additional years of directly related experience may be substituted for the degree requirement.

Preferred Qualifications

• Bachelor’s degree in any related field, plus an additional 4 years of experience in higher education.
•Experience working with Ellucian Banner, PeopleAdmin, and/or Chrome River.

Special Conditions for Eligibility

•The Administrative Assistant for the Vice President for Finance, Administration, and Government Relations is expected to live in the Las Vegas area.
•Must be willing to periodically work evenings or weekend if needed.
•Must possess and maintain a valid New Mexico drivers’ license. Selection of an out of state candidate will require possession of a New Mexico Driver’s license within sixty (60) days of employment.

Knowledge, Skills, and Abilities

• Ability to maintain confidentiality of records and information.
•Must exercise independent, professional judgement in all office operations and dealings.
•Ability to work and communicate effectively with faculty, staff, board members, students, government officials and agencies and the community.
•Proficient skills in Microsoft Office Suite, Banner Ellucian, PeopleAdmin, Chrome River, SLATE, and other software used by the university.
•Strong listening skills, oral and written communication skills.
•Knowledge of customer service standards and procedures.
•Strong organizational skills and coordination skills.
•Must be able to effectively establish priorities.
•Ability to respond and meet rigid schedules and deadlines.
•Ability to handle complex tasks with minimal direction.
•Ability to frequently use sound business practices and professional judgment.
•Ability to demonstrate strong business and mathematical skills.
•Ability to work under pressure and meet deadlines.
•Ability to plan and accomplish goals.
•Ability to organize and direct others to meet the needs of the department.
•Knowledge of collective bargaining agreements, Faculty and Student Handbooks, and all university policies and procedures.
•Ability to always maintain effective and professional demeanor.
•Ability to research and problem solve.

Physical Demands

•Repetitive hand motions and prolonged use of computer.
•Work under frequent interruptions.
•Sitting for extended periods of time.

Working Environment

•Work is normally performed in a typical interior/office work environment.
•Work with frequent interruptions despite numerous deadlines.

Pay Rate Negotiable Work Location/Campus Center Las Vegas, NM Campus EEO Statement

New Mexico Highlands University is an affirmative action, equal opportunity employer, making decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, veteran status, disability, or any other protected class. We are committed to the University values of diversity, accessibility, excellence, and responsiveness.

For disabled access or services call 505-454-3242 or email hr@nmhu.edu

Visit the link below for more information regarding affirmative action and equal opportunity:
Equal Employment Opportunity is THE LAW

Posting Number AS477P Open Date 04/16/2021 Close Date Open Until Filled Yes Special Instructions to Applicant

A complete online application must include: 1) Letter of interest/cover letter; 2) Resume; 3) Three (3) professional references in online application, and; 4) copies of unofficial transcripts. Candidates who are invited for on-campus interviews will be required to submit official transcripts. References will be contacted in conjunction with on-campus interview. Upload required materials with online application. For disabled access or services, call (505) 454-3242 or contact Human Resources at hr@nmhu.edu NMHU IS AN EQUAL OPPORTUNITY EMPLOYER

Quick Link https://nmhu.peopleadmin.com/postings/6512 Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * How did you hear about this employment opportunity?
    • Public Job Posting
    • Internal Job Posting
    • Agency Referral
    • Advertisement/Publication
    • Personal Referral
    • Website
    • Other
  2. * What is the highest level of education attained?
    • GED
    • High School Diploma
    • Associates Degree
    • Bachelors Degree
    • Masters Degree
    • PHD
  3. * How many years of Administrative support experience do you have?
    • 0-2
    • 3-5
    • 6-9
    • 10 or more
  4. Please describe any previous experience you have working in a customer service enviornment

    (Open Ended Question)

  5. Please describe in detail how your background and experience would be applicable for this position in a College/University setting

    (Open Ended Question)

Documents Needed to Apply
Required Documents
  1. Cover Letter/ Letter of Interest
  2. Resume
  3. Unofficial Transcripts Conferring Required Degree
Optional Documents