Administrative Assistant, Health Sciences

The following is intended to describe the general nature and level of work being performed. This list of duties is illustrative only and is not a comprehensive listing of all the functions and responsibilities performed.

Position Summary:
The Instructional Administrative Assistant provides administrative support to the Dean of Health Sciences, Program Directors, and faculty within the School of Health Sciences. This position may direct the work of work-study students, temporary staff, part-time employees, or other individuals assigned on a temporary basis to the School. This position reports to the Senior Administrative Assistant, Health Sciences.

Duties and Responsibilities:

• Serves as a liaison on behalf of the Dean to internal departments and external contacts.
• Assists with internal and external communications.
• Prepares and monitors payroll data in the Faculty Load and Compensation system and Electronic Personnel Action Form (EPAF) system.
• Acquires, assesses, and reports data in collaboration with the Dean of Health Sciences.
• Manages administrative support functions, including office organization and procedures, records and file management, and meeting and event coordination.
• Schedules meetings as requested; coordinates logistics, sends calendar invitations using Outlook scheduling tools, prepares and distributes meeting materials, and attends meetings to record and transcribe minutes.
• Provides customer service to students, community members, faculty, and staff, including conducting tours of the HSC building.
• Compiles and prepares reports, tabulations, budgets, requisitions, vouchers, and proposals.
• Manages, analyzes, and inputs class schedules into the Banner system.
• Maintains records related to background checks, drug screenings, and immunization data for programs within the School of Health Sciences.
• Obtains personnel documentation for faculty through NEOGOV/NEOED for submission to Human Resources and the Office of the Vice President for Academic and Student Affairs, and inputs faculty credentials into the Banner system.
• Assists with travel arrangements for the Dean of Health Sciences.
• Assists the Dean of Health Sciences and Program Directors in maintaining program and department budgets.
• Serves as backup supervisor for student employees.
• Assists walk-in visitors and callers by providing information, taking messages, and directing inquiries to appropriate staff or faculty.
• Maintains office supply inventory.
• Performs other duties as assigned.

Minimum Job Requirements:

• Associate's degree from an accredited institution and two years of experience in administrative functions, or High School Diploma (or equivalent) and three years of experience in administrative functions, with the requirement to obtain an Associate's degree within three years of employment.

• Bachelor's degree and three years of experience in administrative functions.
• Proficiency in computer applications, including Microsoft Office Suite, Banner, and Canvas.
• Excellent written, oral, and interpersonal communication skills.

• Work is performed during normal work hours, with some evenings and weekends to meet deadlines.
• The position is primarily sedentary, but may occasionally require lifting or exerting up to 25 pounds of force.

Electronic Application Instructions: Electronic applications should be submitted through the "Apply" link on the top of this page. Please attach the followingrequired 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)
Transcripts Official or Unofficial (Scanned/PDF transcripts required if being used to meet the minimum or preferred qualifications; Copy and Paste transcripts will not be considered.)

ENMU-R is an Equal Opportunity Employer/Title IX/IPRA. Eastern New Mexico University - Roswell does not discriminate based on 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 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) 624-7412. New Mexico is an open records state; therefore ENMU-R 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.edu, (575) 562-2235, or Quay Hall Office 109, 1500 S Avenue K, Portales, NM 88130. Requests for records should be sent to Teresa Casarez atteresa.casarez@roswell.enmu.edu. For any other inquires please contact Human Resources at (575) 624-7412 or emailroswell.hr@enmu.edu

The specific statements shown in each section of this description are not intended to be all inclusive. They represent typical elements and criteria considered necessary to successfully perform the job.

ENMU-Roswell reserves the right to cancel, change, or close any advertised position at any time. The decision to do so will be based upon the needs of the University and the final determination will rest with the President.

APPLICANTS ARE RESPONSIBLE FOR SUBMITTING COMPLETE APPLICATIONS