Administrative Assistant III

Department Contact:Carolina Mijares &

Internal or External Search:External - Open to all applicants

Advertising Summary:The New Mexico Water Resources Research Institute (NM WRRI) at New Mexico State University (NMSU) is seeking an Administrative Assistant III to support and execute daily operations and administration of its programs. The Administrative Assistant serves as the primary front-office contact for the New Mexico Water Resources Research Institute (NM WRRI) providing professional administrative financial and operational support to the Director and the department. This position manages scheduling travel coordination procurement purchasing financial documentation and conference logistics ensuring efficient daily office operations. The role also supports facility coordination ensures inventory and equipment maintenance provides procurement card reconciliation and trains student employees to support departmental activities. The Administrative Assistant plays a key role in maintaining organized responsive and effective administrative services for the institute.

Position Details

PositionTitle: Administrative Assistant III

College/Division: Research Creativity and ED

Department: 470500-WATER RESOURCES RESEARCH INSTITUTE

Location: Las Cruces

Offsite Location (if applicable):

Target Hourly/Salary Rate: $17.85

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:Contingent upon funding

Standard Work Schedule:Standard (M-F 8-5)

If Not a Standard Work Schedule:

Job Duties and Responsibilities: Serves as the primary point of contact for internal and external stakeholders by greeting visitors answering and directing phone calls and responding to inquiries while utilizing available resources to assist customers. Provides comprehensive administrative support to the NM WRRI Director and department including managing the directors calendar coordinating and facilitating meetings preparing correspondence and arranging travel logistics. Handles incoming and outgoing mail and manages parking and departmental driving permits.

Coordinates vehicle maintenance and repair monitors fuel purchases and gasoline invoices. Assists with conference and event planning and preparation. Prepares purchase requisitions payment requests travel expense reports and other procurement-related documentation.

Supports the departmental accountant by compiling financial documentation for invoicing and monthly reconciliations recording sales transactions and preparing gross receipts tax reports. Serves as the departments Procurement Card (PCard) holder and is responsible for reconciliation and compliance with university procurement policies.

Acts as the designated building monitor ensuring facility maintenance and repairs are completed by submitting work orders and coordinating with IT Facilities and other service units to track completion. Manages departmental storage units through regular inspections to ensure organization and compliance with approved storage guidelines.

Oversees inventory and surplus property management; maintains office supply levels; and ensures regular maintenance of office equipment including copiers scanners and telecommunication devices. Maintains and updates the NM WRRI email subscription database and user distribution lists.

Provides guidance training and supervision to student employees ensuring they understand departmental procedures administrative tasks and office operations.

Qualifications

Required Education and Experience:
High School diploma 3 years of relevant experience or an Associates
Degree 1 year of relevant experience.

Equivalent Qualifications:

Preferred Qualifications:
Must be able to obtain an NMSU driving permit within 30 days of employment.

Work a standard schedule of hours Monday through Friday 8-5 in the office.

Special Certification/Licensure:

Working Conditions and Physical Effort

Environment: Work is normally performed in a typical interior/office work environment.

Physical Effort: No or very limited physical effort required.

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.