Administrative Assistant

Administrative Assistant

The Administrative Assistant supports the work of Directors and their academic programs to ensure efficient and effective operations. Coordinates with others to research and provide timely response to program inquiries, adhere to program guidelines, and foster continuous quality improvement. Administrative Assistant may supervise assigned student employees. This is a Fixed-Term position, therefore continuous employment is contingent upon further position funding and/or need.

Instructions to Applicants: A complete application package must include the following required documents. Please upload documents to the Resume Drop Box section of your application. Incomplete application packages will not be reviewed.

• Resume* Your resume must fully document your experience. For each position include job title, description of duties and responsibilities, employment start and end dates (month and year), AND hours worked per week. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position. In describing your experience, please be clear and specific. We will not make assumptions regarding your qualifications or experience.

Duties & Responsibilities

• Analyzes and revises office data in SFCC database, Workday, Banner, LACES, etc. for assigned program tasks and course offerings.
• Attends required professional development trainings, engages in process improvements, and enhances overall program effectiveness by actively seeking continuous quality improvement.
• Communicates effectively with others by greeting guests, answering telephone calls, researching inquiries, responding timely to email, coordinating vendor visits for office supplies and equipment repair.
• Prepares drafts of various correspondence documents for internal and external communications to promote program updates and events, ad-hoc reports, and distribution of departmental news.
• Provides administrative assistance for departmental meetings including scheduling, minutes, travel, preparation of presentation and other special project materials.
• Reconciles procurement transactions, maintains file storage, tracks P-card spending, and monitors purchasing progression to completion.
• Assists in tracking of financials and deadlines for funding source reporting.
• Ensure all office equipment is functioning properly, and office supplies are adequately supplied.

Knowledge Skills, and Abilities

• Knowledge of modern office practices, procedures, and college policies.
• Knowledge of computers, office equipment, and job-related software applications, including word processing, spreadsheets, databases, and calendaring systems.
• Knowledge of planning, scheduling, and organizational techniques.
• Skill in decision-making, problem-solving, and prioritizing multiple tasks.
• Skill in maintaining files and records and preparing reports.
• Skill in oral and written communication and interpersonal relations.
• Ability to provide high-quality customer service.
• Ability to organize resources, establish priorities, and manage competing demands.
• Ability to work independently and collaboratively as part of a team.
• Ability to maintain confidentiality and exercise discretion in sensitive situations.

Minimum Qualifications:

• High school diploma or GED
• Two (2) years of experience related to the major duties and responsibilities of this position.

Preferred Qualifications

• Associate's degree
• Bilingual (English/Spanish)
• Experience working with a relational database, i.e. Banner, Laces, Workday.

Physical Demands

• The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, walking, bending, crouching or stooping. The employee occasionally lifts light objects.
• The work is typically performed in an office.
• Occasional evening and weekend work required.

Schedule Designation

• Typically 8:00 a.m. - 5:00 p.m., Monday through Friday.
• This position will be required to work onsite in Santa Fe, NM.

Notice of Background Check and Education Verification:

All offers for employment with Santa Fe Community College (SFCC) are contingent upon a successful completion of a criminal background check. Some positions may require additional educational verification for compliance with accreditation standards.

Additional Comments to Applicants:

Applications are disqualified in the first level of review if they do not meet all Minimum Qualifications listed in this job posting. (Years of experience are calculated based upon numbers of hours worked per week. Example: 2 years of experience working 20 hours per week equals 1 year of experience.) Relevant experience pertains to Minimum Qualifications, Job Summary/Basic Function, and Preferred Qualifications/Knowledge, Skills and Abilities described in this job posting. ASSUMPTIONS ARE NOT MADE at any level of SFCC's Hiring Process if information presented in the application material does not clearly address the Minimum Qualifications, Job Summary/Basic Function, and Preferred Qualifications/Knowledge, Skills and Abilities. Number of pages of application material will not negatively/positively affect your application, however, LACK OF DETAIL may.

EEO Statement:

As an EEO employer, Santa Fe 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. Santa Fe Community College hires only U.S. citizens and individuals lawfully authorized to work in the U.S.

ADA Statement:

The SFCC is an EOE and Affirmative Action Employer. In compliance with the Americans with Disabilities Acts (ADA and ADAAA), SFCC will provide, if requested, reasonable accommodation to applicants in need of access to the application, interviewing and selection processes.

SFCC Recruiting Statement:

Santa Fe Community College is a Hispanic-serving institution, which neighbors the eight northern Indian pueblos in Northern New Mexico. We are committed to attracting and retaining highly qualified and diverse faculty and staff. SFCC strives to make our campus a place where all individuals feel welcome, nurtured, and valued. At the heart of SFCC's mission Empower Students, Strengthen Community. Empoderar a los Estudiantes, Fortalecer a la Comunidad is a commitment that higher education and opportunity should be open to everyone. SFCC fosters a welcoming environment and a climate of inclusivity for students, faculty, and staff. Join the SFCC team in working to empower students and strengthen community!