Senior Administrative Assistant, Center of Excellence for Renewable Energy and Sustainability

1 month ago

Farmington, United States San Juan College Full time
Compensation:
$19.65 per hour

This position is open until filled with the first review of applications occurring on 11/8/24.
Compensation Type:
Non-Exempt
Employment Type:
Regular
Grade:
NE08
Position Summary
This position is responsible for administrative work and support of strategic program objectives in the Center of Excellence for Renewable Energy and Sustainability at the School of Energy.

San Juan College is committed to building a diverse faculty and staff, and is an Equal Opportunity Employer. We seek an individual invested in equity and inclusiveness, who has experience with, knowledge of, and sensitivity to the needs of diverse populations.
MAJOR DUTIES

• Performs a variety of clerical and office management duties; processes confidential materials, schedules appointments for the Dean and Center Director, prepares agendas for meetings, coordinates meetings and transcribes minutes. Develops forms, builds complex spreadsheets, tables and lists. Maintains hard copy and electronic files.

• Leads activities of assigned grants. Take responsibility for reporting and data collection.

• Interacts with Center and College administrators, federal and state stakeholders, community members, external vendors and other College employees to complete work assignments, exchange information, provide services and resolve problems.

• Identifies and initiates processes and systems to implement administrative best practices.

• Coordinates the annual budget process for the Center. Monitors and reconciles expenditures. Oversees expenditures of grants and contracts while maintaining related records.

• Responsible for the establishment and ongoing maintenance of multiple databases including, but not limited to: partners and stakeholders, services offered and programs underway.

• Possesses an understanding of program details. Communicates by phone email, text and in person with partners, stakeholders, community members, instructors, and other college staff.

• Organizes and maintains records of projects the Center investigates, develops and deploys.

• Plans, organizes and coordinates special events, community outreach functions.

• Participates in, travels to and represents the Center of Excellence at regional STEM and Career fairs. Oversees student internships associated with the Center.

• Attends meetings and trainings to maintain knowledge of college systems, policies, procedures, and other requirements.

• Performs related duties as assigned by the Center Director.

KNOWLEDGE REQUIRED BY THE POSITION

• Knowledge of standard office organization and business function practices including, but not limited to, efficient digital and hard copy record keeping, inventory control, purchase order process, shipping and receiving, contract employment, and travel expense management.

• Knowledge of energy industry and partnerships.

• Able to work with minimum supervision and exhibit initiative and resourcefulness.

• Knowledge of customer service principles and facility in customer problem solving.

• Knowledge of college policies and procedures, especially regarding purchasing, revenue collection, and travel expenses.

• Highly skilled in the operation of computers and job related software programs, including the ability to learn new or updated systems and programs.

• Knowledge of budget management principles.

• Skill in prioritizing and organizing work.

• Skill in customer service and community relations.

• Skill in conducting research and preparing reports.

• Skill in decision making and problem solving.

• Skill in interpersonal relations and in dealing with the public.

• Skill in oral and written communication.

• Skill in working effectively with a wide range of constituencies in a diverse community.

SUPERVISORY CONTROLS

The Dean of the School of Energy assigns work in terms of program goals and objectives. The Center Director reviews work through conferences, reports, discussions, and observation of program activities.

GUIDELINES

Guidelines include college, program and granting agency policies and procedures. These guidelines require judgment, selection, and interpretation in application. This position develops program guidelines.

COMPLEXITY/SCOPE OF WORK

• The work consists of varied administrative duties. Frequent interruptions, coordinating with multiple entities and individuals, businesses and working by phone and email with contract employees and a variety partners in many industries contributes to the complexity of the position.

• The purpose of this position is to provide administrative support for the program and the operations of the Center of Excellence. Successful performance contributes to the efficiency and effectiveness of those operations and future funding opportunities.

CONTACTS

• Contacts are typically with partners, federal and state stakeholders, community members, co-workers, other college personnel, staff and students.

• Contacts are typically to gather, give or exchange information, to resolve problems, to provide services.

PHYSICAL DEMANDS/ WORK ENVIRONMENT

• The work is typically performed sitting at a desk or table or while intermittently sitting, standing or stooping. The work includes large amounts of time communicating by phone and email.

• The employee occasionally lifts light objects.

• The work is typically performed in an office.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY

This position has no supervisory responsibilities.

MINIMUM QUALIFICATIONS

• Knowledge and level of competency commonly associated with the completion of a specialized training in the field of work, in addition to skills typically associated with an Associates Degree.

• Experience sufficient to answer questions and resolve problems, usually associated with three to five years' experience or service in a customer service position.

• Possession of or ability to readily obtain a valid driver's license issued by the State of New Mexico for the type of vehicle or equipment operated.

The following REQUIRED documents must be submitted with application in order to be considered. Upload all required documents under the Application Questions 2 section for "Additional Documents Required".
  • Curriculum Vitae (CV) or Resume (Required)
  • Cover Letter (Required)
  • List of 3 Supervisor References. (Required)
  • Letters of Recommendation (Optional)

EEO STATEMENT: San Juan College is dedicated to providing equal employment and educational opportunities without regard to race, color, religion, sex, sexual orientation, gender identity, national origin. disability, age, genetic, veteran's status, or on the basis of any other category protected under federal, state and local laws.

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