Administrative Assistant Intermediate

Department Contact: Carolina Mijares, (575) 646-4337 & mijares@nmsu.edu

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

Position Title: Administrative Assistant
Intermediate

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: Provides administrative support to WRRI Director and the department.

Works on Banner, monthly reconciliations, requisitions, direct pays, travel reimbursements, TARS, Invoices.
Procurement card holder
and reconciliation, telephone bills, gross receipts.
Maintains daily calendar, uses outlook.
Works on correspondence, arranges travel,
meetings, events, conference calls and food.
Arranges and reconciles conference payments, arranges transportation, monitors fuel and
invoices.
Building monitor, places ICT work orders, building work orders, Inventory and Surplus property management
Receptionist,
handles mail, parking passes, driver permits, vehicle maintenance, filing, maintain office supplies, Xerox in supplies and press
releases.
Mail data base update names, addresses and uses mass emails.

Qualifications

Required Education and Experience:
High School diploma + 3 years of relevant experience or an
Associate’s
Degree + 1 year of relevant experience.

Equivalent Qualifications:

Preferred
Qualifications:

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.