Administrative Assistant (Internal)

Administrative Assistant

Office of Institutional Advancement

Institutional Advancement

Tsaile Campus

Duty Schedule:

Monday – Friday; 8:00 AM – 5:00 PM.

Summary/Objective of Position:

The Administrative Assistant coordinates daily operations for the Office of Institutional Advancement, provides information to internal and external customers, and delivers clerical support. By producing high-quality, timely, and confidential work, the Administrative Assistant serves as a positive representative of both the office and the college community. A genuine commitment to meeting the needs of others is essential. This position is funded by the Title III grant program with the U.S. Department of Education and is expected to end on September 30, 2027.

Description of Essential Functions of the Position

Disclaimer: This is not necessarily an exhaustive list of all responsibilities, duties, skills, efforts, requirements, or working conditions associated with the job. While this list is intended to reflect the current job accurately, management reserves the right to revise the job or to require that other or different tasks be performed as assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Perform administrative tasks, including filing, faxing, photocopying, scanning, and extensive data entry.
• Manage incoming and outgoing mail and email, answer phones, route calls, and take messages as needed.
• Schedule and maintain the supervisor's meetings and appointments.
• Prepare, maintain, and distribute meeting minutes promptly.
• Maintain inventory of office supplies and equipment.
• Prepare documents, reports, and routine correspondence, including word processing, spreadsheets, and presentations.
• Ensure office equipment functions properly by submitting maintenance requests, maintaining equipment inventory, and evaluating new equipment.
• Provide administrative and program support for Institutional Advancement initiatives.
• Create and regularly update budget spreadsheets.
• Maintain budget files. Prepare, copy, and file documents for payment and expenditure processing. Follow up with personnel on expenditure requests and ensure timely submission of documents.
• Plan, coordinate, and manage travel arrangements for Institutional Advancement supervisors.
• Collaborate and communicate effectively with Business and Finance Office personnel.
• Provide updates and reports on Institutional Advancement expenditures.
• Support the development and planning of Institutional Advancement systems and websites to extract reports and minutes for planning, reporting, and evaluation.
• Assist as needed with activities and events coordinated by the Institutional Advancement Department.
• Actively participate in staff development initiatives.
• Assist with front desk coverage as needed.
• Perform other duties as assigned.

QUALIFICATIONS

Education & Experience

Minimum:

• One to three years of administrative or clerical experience.
• Minimum of one year of experience working at a higher educational institution.

Preferred:

• Associates degree in business, office administration or related field.
• Bachelor's degree preferred.

Knowledge:

• Must have knowledge with computers, Microsoft offices, and general office tasks;
• Practice confidentiality & discretion
• Set work priorities.
• Problem solves.

Skills:

• Knowledgeable in College policies.
• Must have high interpersonal skills to effectively communicate with students, faculty, administrative staff, as well as the general public
• Strong verbal and written communication skills (spelling, punctuation, sentence structure, and writing are essential).
• Collaborate with other Administrative Assistants and support personnel on a regular basis.
• Organization is key. Must keep yourself and others organized and determine which tasks are most important.
• Promotes and engages in teamwork.

Abilities:

• Ability to make independent judgment on a daily basis, addressing the best way to handle specific tasks.
• Ability to multitask with an upbeat attitude.
• Performs duties and responsibilities in an accurate and timely manner.
• Plans time effectively and initiates ways to improve procedures.

Physical Requirements, Work Environment & Travel:

• Work is performed in an office setting, including but not limited to the use of a personal computer, entering, retrieving, and analyzing data; the ability to attend and participate in meetings and trainings.
• Ability to communicate both verbally and in writing to internal and external customers via multimedia.
• Ability to maintain confidentiality, ability to travel, and use of a College vehicle are required.
• This position requires average agility and good physical condition.
• Must be able to lift 25 pounds. Work requires lifting, stooping, bending, climbing, and other physical.

Other Requirement(s):

• Oral fluency in Navajo is highly desirable, but not mandatory
• Must maintain a valid state-issued driver's license.
• Must pass the defensive driving course and keep it updated.