Executive Assistant to the Vice President for Finance and
Full Time/Part Time
The Executive Assistant to the Vice President for Finance and
Administration reports directly to the Vice President for Finance
and Administration. This position provides high level executive
assistance and support to the Vice President for Finance and
Administration, and his/her staff and oversees all office and
Duties and Responsibilities
·Manages, plans, and oversees office administrative support,
including details of a sensitive and confidential nature, and
oversees office functions and services;
·Coordinates with senior level administrators, executives,
university attorneys, vice presidents, deans, department chairs,
directors, and other personnel who report to the Vice President for
Finance and Administration;
·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
·Oversees, coordinates, verifies, maintains, and processes all
payroll time sheets and sick and annual leave documents for the
office; tracks leave and approves time sheets for direct reports to
the Vice President;
·Supervises student employees;
·Creates spreadsheets, presentations, and binds books and plans for
·Maintains various types of important records for the university
and conducts research and compiles reports on behalf of the
·Routinely reads, interprets, responds to, and composes complex
correspondence on behalf of the office; proofreads and edits
·Recommends changes in policies and procedures and makes
administrative decisions on behalf of the Vice President when
appropriate and within established university policies and
·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
·Communicates deadlines to the department and coordinates
documentation for Board of Regent meetings;
·Assists with special projects assigned by the President or Board
·Screens visitors and calls;
·Works extensively with university campus personnel to maintain all
·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
·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
·Maintains confidential files for the office; organizes and
archives necessary departmental and university records and
·Runs administrative reports, coordinates workflow, and other
·Maintains office inventory; orders office supplies, equipment, and
services as needed;
·Reviews and recommends amendments to internal procedures to ensure
·Recruits and screens candidates for office positions;
·Serves and takes minutes for the Campus Budget and Planning
·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 other job-related duties as assigned.
Minimum Job Requirements
Associates 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
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
Special Conditions for Eligibility
·The Executive Assistant for the Vice President for Finance and
Administration is expected to live in the Las Vegas area.
·Must be willing to periodically work evenings or weekends if
·Must possess and maintain a valid New Mexico driver’s license.
Selection of an out of state candidate will require possession of a
New Mexico driver’s license within sixty (60) days of
Knowledge, Skills, and Abilities
·Ability to maintain confidentiality of records and
·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
·Proficient skills in Microsoft Office Suite, Banner Ellucian,
PeopleAdmin, Chrome River, SLATE, and other software used by the
·Strong listening skills, oral and written communication
·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
·Ability to demonstrate strong business and mathematical
·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
·Knowledge of collective bargaining agreements, Faculty and Student
Handbooks, and all university policies and procedures.
·Ability to always maintain effective and professional
·Ability to research and problem solve.
·Repetitive hand motions and prolonged use of computer.
·Work under frequent interruptions.
·Sitting for extended periods of time.
·Work is normally performed in a typical interior/office work
·Work with frequent interruptions despite numerous deadlines.
Work Location/Campus Center
Las Vegas, NM Campus
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
Visit the link below for more information regarding affirmative
action and equal opportunity:
Equal Employment Opportunity is THE LAW
Posting Detail Information
Open Until Filled
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 firstname.lastname@example.org NMHU
IS AN EQUAL OPPORTUNITY EMPLOYER
Required fields are indicated with an asterisk (*).
Documents Needed to Apply
- Cover Letter/ Letter of Interest
- Unofficial Transcripts Conferring Required Degree
- List of Three Professional References with Name, Address and