Administrative Assistant Senior

504162 Las Cruces, New Mexico, United States Staff Staff Full-time Closing at: Oct 23 2026 - 23:55 MDT Department Contact: Maria Hernandez, View phone number on click.appcast.io, View email address on click.appcast.io Internal or External Search: External - Open to all applicants Advertising Summary: The University Financial Aid and Scholarship Services department is looking for a dynamic, proactive individual with excellent organizational and communication skills, capable of handling multiple tasks efficiently in a fast-paced environment. Position Details Position Title: Administrative Assistant Senior College/Division: Student Enrollment and Success Department: 521040-UNIV FIN AID & SCHOLARSHIP SVCS Location: Las Cruces Offsite Location (if applicable): Target Hourly/Salary Rate: 19.28 Appointment Full-time Equivalency: 1.0 FLSA Status: Non-Exempt Bargaining Unit Announcement: This is a bargaining unit position with American Federation of State, County & Municipal Employees (AFSCME). Contingent Upon Funding: Not Applicable Standard Work Schedule: Standard (M-F, 8-5) If Not a Standard Work Schedule Job Duties and Responsibilities The Administrative Assistant Senior serves as a key liaison between the office, students, and external constituencies, handling administrative, financial, and human resources functions for the department. This role supports day-to-day operations, coordinates meetings, manages financial transactions, and ensures effective communication and record-keeping within the office. The Admin Asst Sr will manage budgets, process travel arrangements, and oversee the department's HR-related activities. This position requires a dynamic, proactive individual with excellent organizational and communication skills, capable of handling multiple tasks efficiently in a fast-paced environment. Other duties as assigned. Administrative Support: Serve as the primary point of contact for phone calls, visitor greetings, and administrative inquiries. Organize, schedule, and facilitate departmental meetings, special events, and appointments, including coordinating venues, attendance, agendas, and logistics. Take meeting minutes and follow up on action items arising from meetings. Maintain and update departmental calendars, including the Monthly Processor Calendar and staff training spreadsheets. Process purchasing requests through AggieMart and complete receiving. Input work order requests via the AIM system for facilities maintenance. Distribute daily incoming mail and ensure effective records management and retention. Participate in weekly managers' meetings and assist in preparing agendas and meeting minutes. Coordinate and manage office supplies, equipment, and facilities, ensuring smooth day-to-day operations. Finance Support: Monitor and manage Perkins Loans via ECSI, including renewing purchase orders and routing invoices for payment. Process travel advances and expense reports, ensuring compliance with financial policies. Reconcile departmental budgets, including operating, consumer, salaries, and Perkins budgets. Manage PCard reconciliation and submit monthly packets with appropriate documentation. Process conference and training registrations, including payments for NASFAA, SWASFAA, and other relevant professional organizations. Track membership renewals for relevant associations (NASFAA, NMASFAA, SWASFAA). Human Resources Support: Assist with the onboarding process for new employees, including setting up work areas, completing new employee forms, and verifying I-9/E-Verify status. Process hiring actions and reclassifications through the Talent Acquisition System (PageUp). Request and monitor security access for new employees and ensure appropriate office space and resources are provided. Complete personnel action forms (PAFs) and submit via Team Dynamix. Manage corrections to employee timesheets and leave reports, ensuring accuracy and compliance with department policies. Other Responsibilities: Assist the front office during high-traffic times (e.g., beginning of the semester) by answering phones and responding to emails. Review and process agency payment and withdrawal requests through the Aggie Service Desk. Route journal vouchers for appropriate approvals and ensure accurate financial documentation. Provide exceptional customer service to students, particularly during busy periods, and direct inquiries to the Director as needed. Qualifications High School diploma + 4 years of relevant experience or an Associate's Degree + 2 years of relevant experience. Working Conditions and Physical Effort Environment: Work is normally performed in a typical interior/office work environment. Physical Effort: Light physical effort. Effort applies to no more than two (2) hours per day. Lifting Requirements: Requires handling of average-weight objects up to 10 pounds or some standing or walking. Risk: No or very limited exposure to physical risk. Recruitment Summary We are New Mexico’s land-grant institution and a comprehensive research university dedicated to teaching, research public service and outreach at all levels. NMSU is a welcoming community of talented faculty, staff and students who are working together to make a difference. We are a NASA Space Grant College, a Hispanic-serving institution (HSI), a minority-serving institution (MSI) and home to the first Honors College in New Mexico. We offer an accessible education that shapes bright futures. NMSU provides learning opportunities to a diverse population of students and community members at four campuses, Cooperative Extension offices located in each of New Mexico’s 33 counties, 12 research and science centers, and through distance education. NMSU Global Campus Since 1888, NMSU has proudly embodied this tradition, building relationships that last a lifetime while serving students who want to earn their degree and grow in their field. Today, NMSU Global Campus provides flexible, career-focused online education that helps our students transform their lives – and the lives of the people they love – through over 70 degree and certificate programs, skill-building microlearning courses, and career and talent development. NMSU Main Campus Located in Las Cruces, NM, New Mexico State University's 900-acre main campus is located at the crossroads of I-10 and I-25 in the Southwestern United States. As a thriving center of higher education, deeply rooted in the regional tradition, its role as a comprehensive university is recognized throughout the state. Doña Ana Community College Founded in 1973 in collaboration with local school districts to support occupational education, DACC is now a leading community college that provides transformative educational opportunities that meet the workforce needs of Doña Ana County. With a focus on access, innovation and excellence, DACC offers over ninety degrees and certificates, adult education, specialized workforce training, and small business assistance. Alamogordo Campus Established in 1958 to serve the needs of the airmen and families stationed at Holloman Air Force Base located only 10 miles west of Alamogordo, NMSUA is a community college with a long history of excellence that is supported by a caring community of hard-working students and dedicated faculty and staff. The campus is situated “on the hill” above Alamogordo and provides inspiring views of the city and the Tularosa Basin, offering the perfect venue for creative and motivated learning. Grants Campus NMSU Grants was established as a branch of New Mexico State University in 1968 through the cooperative efforts of New Mexico State University and Grants Municipal Schools. As a two-year branch community college, NMSU Grants serves the local communities in Cibola and McKinley counties, including the Pueblos of Acoma, Laguna, and Zuni, as well as Tohajiilee, San Mateo, San Rafael, Cubero, the City of Grants, and the Village of Milan. EEO Statement New Mexico State University does not discriminate in employment on the basis of race, color, religion, sex, national origin, political affiliation, marital status, disability, genetic information, age, military service, or other non-merit factor. Requesting an Accommodation Individuals with disabilities are encouraged to apply. In compliance with the Americans with Disabilities Act (ADA), the Rehabilitation Act of 1973, and New Mexico State University policy, if you have a disability and would like to request an accommodation in order to apply, interview, or complete onboarding for a position with New Mexico State University, or if you cannot use the online application system, please visit our Accessibility & Accommodations page to initiate an accommodation request #J-18808-Ljbffr