Job description
Compensation:
$50,283 - $60,338
Compensation Type:
Employee
Employment Type:
Regular
Grade:
E03
Position Summary
Under limited supervision, the Executive Assistant has a broad range of duties associated with the proper operation and effective and efficient functioning. This position independently manages and oversees the administrative activities of the office. Acts as the primary point of contact for both internal and external constituencies on all matters pertaining to the office and assists and represents the office principal in communicating with constituents. Researches, prioritizes, and follows-up on multiple issues and concerns addressed to the office principal, including those of a sensitive and/or confidential nature. Manages a variety of special projects, some of which may have institutional impact.
Duties & Responsibilities
- Performs administrative duties for the Vice President, which includes managing the department calendar; making travel arrangements; greeting and directing visitors; screening and handling phone calls; and handling other administrative issues and inquiries as appropriate.
- Serves as the primary point of initial contact on any matter directed to the office by College and community constituencies; independently researches and prioritizes incoming issues and determines appropriate course of action, referral, and/or response.
- Receives, screens, evaluates, and determines appropriate response to all written correspondence received by the office; independently formulates and disseminates written responses as appropriate exercising discretion and independent judgment.
- Manages special programs for the office principal, many of which may have a College-wide impact.
- Gathers, investigates, researches, analyzes, and/or studies information affecting College-wide, intradepartmental, or interdepartmental operations.
- Coordinates the disposition and/or resolution of individual problems and disputes involving faculty, staff, students, and/or members of the general public, as they arise.
- Coordinates and/or assists with establishing or recommending budget allocations for the office and reviews revised and final budgets; may coordinate the budget processes for one or more other internal or external organizational entities, as specifically assigned.
- Reviews and approves transactions, as assigned, and advises the office principal on appropriate disposition; provides key coordination and consultation with regards to faculty/staff recruitment and hiring, as appropriate to the position.
- Provides assistance in the understanding and interpretation of College policies and procedures, as appropriate, and ensures that office operations are in compliance with policy provisions and standards.
- Participates in various committees and professional organizations.
- Oversees the planning and coordination of key special events for the office principal.
- Supervises and coordinates the day-to-day activities of office administrative support staff, which includes prioritizing and assigning work; conducting performance evaluations; ensuring staff is trained; ensuring employees follow policies and procedures; maintaining a healthy and safe working environment; and, making hiring, termination, and disciplinary recommendations.
- Serves as liaison with the Central New Mexico Community College Governing Board. Ensures effective communications between Board members, the president and the CNM Executive Team regarding Board matters of significance.
- Coordinates the scheduling of all Governing Board meetings committee meetings (Finance, Planning, Capital Outlay, Executive, Finance) and other meetings as appropriate.
- Facilitates monthly Board and Committee meeting agendas for approval by the Executive Committee and the President.
- Records, transcribes and finalizes all Board and Committee minutes in accordance with the New Mexico Open Meetings Act.
- Serves as the Board Secretary.
- Manages Board and Committee meetings.
- Responsible for communication of newsworthy and critical college information to Board members.
- Assists Board Members with special projects to include information gathering and facilitation of Board retreats, Board assessments, Board elections and Presidential Search.
- Fulfills routine requests of the Board, conducts research for items to come before the Board, and anticipates and prepares information items needed to conduct business.
- Assists in gathering appropriate material/information required for the preparation of Governing Board memos, agendas, and/or other information provided by staff; may prepare general and confidential Board memos and correspondence for the President and Governing Board.
- Schedules appointments for Governing Board members; may make arrangements for Governing Board members’ travel, lodging, etc., at various meetings, workshops, conferences, retreats, etc.
- Prepares agendas for Governing Board meetings (both Open and Closed), assures compliance with legal requirements related to posting notices of meetings and minutes.
- Ensures Governing Board website is up-to-date; minutes and resolutions are posted monthly, pictures and Member information is current, efforts of the Board are appropriately posted.
- Attends all Board and committee meetings and prepares official minutes of meetings.
- Provides support for various consultants; i.e., legal counsel, President’s Search firms, CSBA consultants, curriculum auditors, meeting facilitators, and others.
- Completes Board member payroll on biweekly basis.
- With the Events Office and Business Manager, provides assistance with coordinating college-wide events.
- Draft Resolutions for monthly Governing Board meetings
- Performs other related duties as assigned.
Minimum Qualifications:
- A Bachelor's Degree and five (5) years of related experience.
Preferences:
- Previous experience managing multiple schedules and calendars
- Previous experience composing agendas and meeting minutes
- Previous experience composing written correspondence
- Master’s degree
Best Consideration Date: 5/17/2023
Department: President's Office
EEO STATEMENT:
As an EEO employer, Central New Mexico Community College will not discriminate in our employment practices based on an applicant’s race, ethnicity, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, serious medical condition or status as a protected veteran or spousal affiliation. Central New Mexico Community College hires only U.S. citizens and individuals lawfully authorized to work in the U.S.
offroadmanagementgroup.com is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, offroadmanagementgroup.com provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, offroadmanagementgroup.com is the ideal place to find your next job.