Job Description

 

Administrative Assistant – Registration and Admissions

Job Description

 

 

Required: High School diploma or GED certificate with one (1) year of professional experience directly related to the standard duties as outlined. Equivalency: Completion of a post-secondary degree or certificate may substitute for years of experience. Any combination of education, training, and/or experience as approved by Human Resources.

FLSA Status: Non-Exempt

Level: Six (6)

Salary: $15.66 - $17.68 per hour DOE

General Information of Campus:

Located in Carlsbad, New Mexico, Southeast New Mexico College (SENMC) is a newly independent public community college accredited by the Higher Learning Commission. A proud Hispanic Serving Institution, it awards certificates and associate degrees that serve the needs of its region and prepare students to transfer to programs at other colleges or universities. SENMC offers Early College and Dual Credit programs in collaboration with local high schools.

Southeast New Mexico College enjoys the strong support of its community, and has been awarded several grants, which include $11.7 million from the U.S. Department of Energy and several multimillion-dollar grants from the U.S. Department of Education for student support.

The college’s diverse employee pool includes 38 full time faculty, 69 adjunct faculty, and 102 staff members. SENMC offers a generous benefits package which includes medical, dental, retirement, and college tuition reimbursement. More information on SENMC can be obtained from its website at https://senmc.edu.

Purpose and Scope:

Under general supervision of the Vice President of Student Services, the Registration and Admissions Administrative Assistant provides routine advice, guidance and assistance to departments, employees and/or members of the general public related to application of policies, procedures, and documentation regarding the admissions process. Provides information on available programs and eligibility requirements, reviews applications and related documentation for compliance. Resolves routine process problems as they arise and ensures customer service satisfaction. Manages, expedites, and maintains files, records, and other documents.

Duties and Responsibilities:

The Registration and Admissions Administrative Assistant, welcomes and directs visitors to appropriate destination; answers inquiries regarding academic programs and resources; provides advice and assistance to students and their families regarding admissions and/or records, registration process, and eligibility. Analyzes, interprets, and imparts appropriate information on computer screens. Reviews, verifies, and assesses applications and supporting documentation in accordance with established guidelines to determine admission eligibility and to ensure accuracy and completeness. Interacts with students and/or families to follow up on missing or deficient information; resolves problems related to admissions process by clarifying complaint, determining cause of the problem, and advising the best solution; analyzes and interprets Project Progress Transfer Credit Evaluations for accuracy and completeness. Serves as liaison with other departments and external operating units/institutions in the resolution of day-to-day administrative and operational problems. Provides administrative support by expediting and coordinating documentation; organizes workload to ensure deadlines are met; schedules and prioritizes internal work assignments. Creates and maintains manual and computerized records; maintains logs, filing and recordkeeping systems; prepares documents and composes routine correspondence. Analyzes non-degree applications to determine eligibility and residency requirements; compiles, processes applications; computes application data by utilizing software and prescribed departmental and university policies; resolves data discrepancies; prepares outgoing mail for delivery. Participates in the training of new employees; may participate in supervision of student and work-study employees and in the development and recommendation of operating policy and procedural improvements by assisting admissions administrators in problem solving, project planning, and development and execution of stated goals and objectives. Performs miscellaneous job-related duties as assigned.

Knowledge, Skills, and Abilities:

Knowledge of Admissions policies, and eligibility requirements. Knowledge of planning and scheduling techniques. Skills in database management, records maintenance, word processing and data entry. Ability to provide excellent customer service. Ability to analyze and solve problems and to make evaluative judgments. Ability to communicate effectively, both orally and in writing. Ability to make administrative/procedural decisions and judgments with skills in gathering data, compiling information, and preparing reports. Ability to perform complex tasks and to prioritize multiple projects with skills in organizing resources and establishing priorities. Ability to complete moderately complex administrative paperwork.

Affirmative Action Statement: SENMC is an Equal Opportunity/Affirmative Action employer dedicated to excellence through diversity and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, marital status, military or veteran status, sexual orientation, genetic information, or any other protected characteristic under applicable law.

Work Environment and Physical Demand:

• Reach and grasp objects
• Stoop, bend, kneel, crouch, or crawl
• Use of video display terminal
• Use of manual dexterity and fine motor skills
• Communicate information orally and in writing
• Receive and understand information through oral and written communication
• Proofread and check documents for accuracy
• Work a fluctuating work schedule

 

Performing the essential functions of this position requires the use of a computer throughout most of the workday, the ability to navigate a typical office environment, significant amounts of interpersonal interaction including oral and written communication, and the ability to keep track of multiple tasks, projects, deadlines, information sources and business processes. This job description is intended to be generic in nature and describe the essential functions of the job. It is not an exhaustive list of all duties and responsibilities. The essential duties, functions and responsibilities, and overtime eligibility may vary based on the specific tasks assigned to the position.

Acceptance:

I understand that neither the SENMC Board of Trustees nor Executive Management of SENMC can guarantee my employment; SENMC can change compensation, benefits, and conditions of my employment at any time and at its full and sole discretion to meet business needs of SENMC. I also certify that I can perform the essential functions of this job description either with or without a reasonable accommodation. I further acknowledge that this job description does not constitute a written or implied contract of employment with SENMC. I further understand that the foregoing job description is not all-inclusive of the duties to which I may be assigned. In order to meet business needs, ensure maximum flexibility and efficiency, and to encourage cross training, I acknowledge that I may be assigned additional duties as are deemed necessary or desirable by SENMC.

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