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Urgent! University Advancement and Public Relations Executive Administrative Assistant Job Opening In Portales – Now Hiring Eastern New Mexico University

University Advancement and Public Relations Executive Administrative Assistant



Job description

Position Overview

The following is intended to describe the general nature and level of work being performed.

This list of duties is illustrative only and is not a comprehensive listing of all the functions and responsibilities performed.

Position Summary:
Under the guidance of the Vice President of Advancement and Public Relations (VPAPR), act as an administrative partner, providing administrative support services for the Office of the Vice President of Advancement and Public Relations and for the VP.

Requirements

Duties and Responsibilities:

  • Maintain VPAPR’s calendar and adjust meetings and schedules accordingly for various internal and external meetings utilizing MS Teams, Zoom, email and phone.

    In collaboration with VPAPR, manage MS Teams Channel and other internal communications for Advancement and Public Relations
  • Arrange meetings and conferences with VPAPR staff, boards, faculty and campus partners: to include preparing agenda, reserving meeting rooms, assembling and summarizing information required for coverage of agenda items, preparing and distributing minutes reflecting business covered to appropriate individuals and working in collaboration with the VPAPR to ensure proper follow up steps are implemented and recorded
  • Receive, screen, and as necessary, refer telephone calls to appropriate offices; help manage student workers working in the Information Desk 
  • Act as a collaborative partner with the VPAPR to conduct constituent research, plan strategic outreach and assist with the planning of trips and constituent visits (in-person or virtual) locally and nationwide.

    This will include conducting outreach communication plans with the goal of setting visits; to include, but not limited to, E mail merges in MS Word and Excel, researching and booking flights, hotels, rental cars and restaurant reservations and developing travel itineraries
  • Help develop and implement post-trip follow-up processes aligned with donor engagement and solicitation strategies
  • Help to review, coordinate and sometimes craft, across the division, contact reports, strategy statements and solicitation materials for constituents and academic partners
  • Data entry and maintenance of donor records in Banner and other advancement databases as they come online
  • Provide administrative support to other advancement teams when needed and approved by VPAPR
  • Reconcile purchasing card charges and purchase orders for VPAPR
  • Regular and predictable attendance is required
  • Perform other related duties as assigned

  • Minimum Job Requirements: 
    A high school diploma or equivalent certificate and a minimum of six years of related experience is required

    Knowledge, Skills, and Abilities:
  • Tech savvy with a working knowledge of MS Office Suite (Word, Teams, Excel, Outlook, Power Point) and Zoom
  • Ability to independently interpret a wide variety of policies and procedures
  • A thorough, detail-oriented writer and editor.
  • Ability to gather and analyze data and complete routine assignments independently with general instructions
  • Ability to organize and manage workflows and collaboratively delegate across the division
  • Ability to establish and maintain cooperative working relationships with faculty, administrators and Advancement and Public Relations staff and managers and external stakeholders
  • Characteristics and transferable skills include, but are not limited to, intellectual curiosity, tenacity, eternal optimism, an interest in people and their stories, higher education advancement and alumni engagement, an interest in the life changing impact of philanthropy and higher education on families, students and communities
  • The ability to balance having fun while striving to become ever-better
  • Working Conditions

    Physical Demand and Working Conditions:

  • Work is sedentary in nature, which at times requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects
  • Some travel may be required
  • Insurance

    Insurance for Eastern New Mexico University is offered through the New Mexico Public Schools Insurance Authority.

    High coverage and low coverage options are offered for medical and dental insurance so employees can choose the plan that’s right for them.

  • Health insurance is offered through both Blue Cross and Blue Shield of New Mexico and the Presbyterian Health Plan
  • Dental insurance is offered through United Concordia, Delta Dental , and Blue Cross Blue Shield Dental
  • Vision insurance is offered through Davis Vision.
  • Life insurance is offered through Standard Life Insurance Company and UNUM Life Insurance Company.

  • Life insurance is offered through Standard Life Insurance Company and UNUM Life Insurance Company.

     
  • RetirementEastern New Mexico University participates with the New Mexico Educational Retirement Board (NMERB), Social Security, and Medicare.

    The University also offers supplemental retirement plans.

    403b and 457b plans are available through TIAA/CREF, AIG VALIC, Roth 403b and 457b plans are also available through TIAA/CREF.




    Paid Time Off
    During the first year of service, full time non-exempt (hourly) employees accrue 7 hours of annual leave and 7 hours of medical leave per month.

    During the second year of service, full time non-exempt employees accrue 10 hours of annual leave and 10 hours of medical leave per month.

    During the third and subsequent years of service, full time non-exempt employees accrue 14.66 hours of annual leave and 14 hours of medical leave per month.

    Employees must work for the University for three months before they are eligible to use annual leave.

    Temporary employees do not accrue leave.


    Employee Educational Assistance Plan 

    Eastern New Mexico University offers a tuition waiver for regular employees and retirees.

    This program waives the tuition for three courses (up to nine credit hours) per semester.

    Employees' spouses or children may be eligible to use the tuition waiver during any semester that it is not being used by the employee.


    Required Skill Profession

    Secretaries And Administrative Assistants



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