Administrative Assistant, Associate

New Mexico State University   Las Cruces, NM   Full-time     Administration / Clerical
Posted on October 13, 2021
Apply Now

Job Duties and Responsibilities:

Provides administrative/secretarial support such as answering telephones, assisting visitors, and resolving and/or referring a range of administrative problems and inquiries; Greets and welcomes clinic clients and assists with check-in for clinical therapy including COVID-19 screening, and taking payments for services. Schedules and coordinates meetings, events, interviews, and appointments, Leads and trains lower graded staff and/or student employees, as required; Coordinates and performs a range of staff and/or operational support activities for the unit; serves as a liaison with other departments and operating units in the resolution of day-to-day administrative and operational problems; Operates personal computer to compose and edit correspondence and/or memoranda from dictation, verbal direction, or from knowledge of established department/division policies; may prepare, transcribe, compose, type, edit, and distribute agendas and/or minutes of meetings; performs basic information gathering and analysis and/or forecasting, as specifically directed; Requisitions supplies, printing, maintenance, and other services; Posts, balances, monitors, and reconciles internal department/division monthly ledgers, budgets, and financial reporting system reports; prepares drafts of budget planning documents; serves as department/division book holder and/or paymaster; manages petty cash disbursements and reconciliations; Establishes, maintains, and updates files, databases, records, and/or other documents; develops and maintains data, and performs routine analyses and calculations in the processing of data for recurring internal reports; Sorts, screens, reviews, and distributes incoming and outgoing mail; composes, prepares, or ensures timely responses to a variety of routine written inquiries; Performs miscellaneous job-related duties as assigned.

Tend to operating budget and Edgar R. Garrett Speech and Hearing Clinic budgeting needs. Accept and process payments by clients for services, including depositing petty cash and credit card payments. Oversee and train student aides, work study students, GAs, and Graduate Clinicians and assisting them with administrative/clerical tasks as necessary. Prepares reports and correspondence for the department head as needed, as well as any administrative tasks that need to be completed including establishing and maintaining files, databases, and records. Prepare and input hiring paperwork and procedures in order hire graduate assistants and work study students who will be working in the Edgar R. Garrett Speech and Hearing Clinic. Maintains records of inventory belonging to the Communication Disorders Department in the Edgar R. Garrett Speech and Hearing Clinic, including taking inventory every year and reporting missing/broken inventory items and submitting inventory changes.

Classification and standard duties:

Establishes, maintains, processes, and updates files, records, certificates, and/or other documents. Performs basic, routine bookkeeping functions, which may involve simple billing and cash receipt activities. Performs a wide variety of typing assignments which are sometimes confidential in nature. Operates personal computer to enter data, draft, edit, revise, and print letters, tables, reports, and other materials. Arranges meetings and conferences, schedules interviews and appointments, and performs other duties related to maintaining one or more individual schedules. Makes travel and lodging arrangements, either directly or through travel agencies. Orders, stocks, and distributes office supplies. Performs a range of staff and/or operational support activities. May serve as a liaison with other departments on basic administrative and/or operational matters. Sorts, screens, and distributes incoming and outgoing mail. Drafts or prepares responses to routine inquiries; prepares photocopies and facsimiles, and operates a variety of office equipment. May instruct and oversee the activities of student employees performing the same type of work. Greets and directs visitors, as and when appropriate. Resolves routine administrative problems and answers inquiries concerning activities and operations of department/division; accepts, screens, and routes telephone calls; maintains log of inquiries as required. Performs miscellaneous job-related duties as assigned.