Senior Administrative Assistant, Recruitment and Admissions

Compensation:

$18.15 per hour

Compensation Type:

Non-Exempt

Employment Type:

Regular

Grade:

NE08

Position Summary

This position is responsible for coordinating the administrative functions of the Office of Recruitment and Admissions and supporting associated recruitment and communication initiatives.

MAJOR DUTIES

• Provides administrative support for five (5) professional staff; includes prospect data entry and clean up, application processing, student outreach and calling campaigns, event preparation and support, schedules meetings, travel and PO processing, and budget reconciliations.

• Answer telephone and greet visitors following departmental service excellence standards; provides general information and assistance to students and the campus community, including explanation of college admissions policies and procedures, residency status; refers to appropriate departments/personnel; takes messages and makes appointments.

• Coordinates meetings; sets up rooms; takes minutes for departmental meetings.
   
• Creates requisitions and prepares purchase orders for approval and payment.

• In collaboration with professional staff, maintains inventory of office equipment and supplies, recruiting materials, and graduation supplies; makes purchases as needed.

• Makes staff travel arrangements; processes travel requisitions; reconciles expenses and reimbursements.

• Records and distributes minutes of weekly staff meetings.

• Maintains department files and records.

• Sorts and distributes mail and incoming faxes.

• Provides support to the Vice President of Student Services for daily operations, graduation and other admission and recruiting functions.

• Assists with admission application processing; prospect data entry, data clean up, and prospect outreach as needed.

• Scans and indexes admissions documents.

• Performs related duties.

                                                                                                       

KNOWLEDGE REQUIRED BY THE POSITION

• Knowledge of modern office practices and procedures.

• Knowledge of college admissions policies and procedures.

• Knowledge of computers and job-related software programs, including Recruit CRM.

• Skill in prioritizing and organizing work.

• Skill in the use of such office equipment as a computer, scanner, fax machine, and copier.

• Skill in oral and written communication.

• Skill in assisting students.

SUPERVISORY CONTROLS

The Vice President of Student Services assigns work in terms of general instructions. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.

GUIDELINES

Guidelines include college and department policies and procedures and New Mexico State Statute. These guidelines are generally clear and specific, but may require some interpretation in application.

COMPLEXITY/SCOPE OF WORK

• The work consists of related administrative duties.  Frequent interruptions contribute to the complexity of the position.

• The purpose of this position is to coordinate the department’s administrative functions.  Successful performance contributes to the efficiency and effectiveness of department operations.

CONTACTS

                                                                     

• Contacts are typically with co-workers, other college employees, students, vendors, and the general public.

• Contacts are typically to give or exchange information, resolve problems, and provide services.

PHYSICAL DEMANDS/ WORK ENVIRONMENT

• The work is typically performed while sitting at a desk or table. The employee occasionally lifts light and heavy objects.

• The work is typically performed in an office.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY

None.

MINIMUM QUALIFICATIONS

• Knowledge and level of competency commonly associated with completion of specialized training in the field of work, in addition to basic skills typically associated with a high school education.

• Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/ internship or having had a similar position for one to two years.

VALUES STATEMENT

San Juan College is committed to serving the needs of our students through a process of continuous quality improvement. We uphold and affirm the following iCARE values:

• Innovation
• Collaboration
• Accountability
• Respect
• Excellence

The following REQUIRED documents must be submitted with application in order to be considered . Upload all required documents under the Application Questions 2 section for "Additional Documents Required".

• Cover Letter (Required)
• Curriculum Vitae (CV) or Resume (Required)
• List of 3 Supervisor References. (Required)
• Letters of Recommendation (Optional)

EEO STATEMENT: San Juan College is dedicated to providing equal employment and educational opportunities without regard to race, color, religion, sex, sexual orientation, gender identity, national origin. disability, age, genetic, veteran's status, or on the basis of any other category protected under federal, state and local laws.