Senior 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 Senior Administrative Assistant (SAA) reports to the Dean of the School of Health Sciences and provides support to all programs within the school. This role may include directing others, such as work-study students, temporary support, part-time staff, or other individuals temporarily assigned to the area of responsibility.

Duties and Responsibilities:

• Provide administrative support to the Dean of the School of Health Sciences.
• Will act as supervisor to other administrative assistants and/or clerical staff.
• Lead the training and coordination of other unit administrative assistants.
• Assist the Dean of Health Sciences with unit and institution-wide Health Sciences events.
• Participate in professional development and cross-training opportunities as directed by the Dean of Health Sciences.
• Perform other duties as assigned by the Dean of Health Sciences.

• Execute a variety of administrative tasks including typing, filing, sorting, verifying information, and utilizing computer applications to streamline operations.
• Coordinate, manage, analyze, and input class schedules into the Banner system; assist with course book orders, and communication with part-time adjunct faculty to ensure seamless program delivery.
• Create requisitions, vouchers, proposals, and other documents accurately and in a timely manner to facilitate decision-making processes.
• Manage travel arrangements for the Dean, from securing approvals to coordinating logistics, ensuring smooth travel experiences.
• Serve as a liaison between various departments, fostering open communication channels and facilitating the flow of information to promote collaboration and efficiency.
• Provide administrative support for division meetings and advisory committee sessions, including preparation and accurate documentation of meeting outcomes.
• Serve as the point of contact for addressing inquiries, taking messages, and directing communication.
• Coordinate recruitment efforts by attending community career fairs, recruitment events, and division tours, managing marketing materials and supplies to enhance visibility and engagement.
• Develop and implement evaluation processes for recruitment activities, collecting and analyzing feedback to continually improve outreach strategies and initiatives.

• Accurately enter budget data into relevant systems; prepare and review reports for accuracy, making necessary adjustments to ensure compliance with university policies and procedures.
• Coordinate capital outlay funding, grant purchases, vendor payments, and travel reimbursements for the School of Health Sciences.
• Monitor budget allocations and expenditures, ensuring adherence to financial guidelines and optimizing resource utilization to support program objectives.
• Prepare and monitor payroll data for Faculty Load and Compensation (FLAC).
• Maintain a university-assigned purchase card; ensure accurate recordkeeping of purchase logs and strict adherence to university purchasing policies and procedures.

• Support faculty and staff processes, maintaining confidentiality and adherence to university policies.
• Support the onboarding of new employees, adjunct and staff to ensure a smooth transition into the organization.
• Manage personnel evaluation schedules, and coordinate annual evaluations for directors, faculty, and staff.
• Obtain and maintain necessary certifications required by the university, demonstrating compliance with regulations and standards.

• Accurately input and manage data in the Electronic Personnel Action Form (EPAF) system.

• Supervise work-study students, and part-time/temporary workers, providing guidance and support to ensure tasks are completed efficiently and in alignment with departmental objectives, and fostering a productive work environment.
• Providing training to staff and faculty as needed to enhance proficiency and promote effective utilization of tools and processes.
• Serve on University committees as necessary and as time allows.
• Uphold industry standards and quality assurance in all assigned projects, ensuring excellence and credibility in technical education initiatives.
• Undertake additional duties as necessary or assigned, contributing to the overall effectiveness and success of the School of Health Sciences.

Minimum Job Requirements:

• Bachelor's degree and two years of related experience, or an equivalent combination of education and/or experience.

• Excellent interpersonal skills to effectively communicate ideas, problems, and instructions (written and oral) with ENMU-Roswell administration, faculty, and staff.
• Strong customer service skills for interacting with faculty, staff, students, and other shareholders.
• Demonstrated ability to use sound judgment in decision-making.
• Demonstrated ability to manage multiple tasks while effectively prioritizing competing deadlines.
• Excellent computer skills including proficiency in Microsoft Office Suite, Banner, and Canvas.
• Ability to remain calm and respond effectively in emergency situations.
• Ability to maintain a high level of confidentiality.
• Bilingual proficiency in English and Spanish is beneficial.

• Work is performed during normal work hours, with some evenings and weekends to meet deadlines.

• Work is sedentary in nature and at times requires exerting up to 25 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.

Electronic Application Instructions: Electronic applications should be submitted through the "Apply" link on the top of this page. Please attach the following required documents to your electronic application:

Required Documents:
Letter of Interest
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 at teresa.casarez@roswell.enmu.edu. For any other inquires please contact Human Resources at (575) 624-7412 or email roswell.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