Administrative Assistant Intermediate

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

About the role

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 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.

Responsibilities

• Provides administrative support to WRRI Director and the department.
• Works on Banner, monthly reconciliations, requisitions, direct pays, travel reimbursements, TARS, and invoices.
• Serves as procurement card holder and performs reconciliation, manages telephone bills and gross receipts.
• Maintains daily calendar using Outlook; handles correspondence, arranges travel, meetings, events, conference calls, and food.
• Arranges and reconciles conference payments, arranges transportation, monitors fuel and invoices.
• Acts as building monitor; places ICT work orders, building work orders, manages inventory and surplus property.
• Performs receptionist duties; handles mail, parking passes, driver permits, vehicle maintenance, filing, and maintains office supplies.
• Manages Xerox supplies and press releases.
• Updates mail database with names and addresses; uses mass emails.

Requirements

• High School diploma + 3 years of relevant experience or an Associate’s Degree + 1 year of relevant experience.

Working Conditions

• Work is normally performed in a typical interior/office work environment.
• No or very limited physical effort required; lifting of average-weight objects up to 10 pounds or some standing or walking.
• No or very limited exposure to physical risk.

Pay

$17.85 per hour

Schedule

Standard (Monday–Friday, 8:00 AM–5:00 PM)