Admin Assistant, Inter

Classification Summary:

Provides administrative support to department and staff by completing administrative paperwork for travel reimbursements, non-travel reimbursements, travel advances, purchasing, direct pay, and work orders for departmental services. Interacts with other university departments, such as HR, Payroll, Accounts Payable, ICT, Facilities and Purchasing to address any issues the Aerospace staff may have. Schedules and coordinate meetings for the Aerospace staff. Receives travel report information from staff and promptly complies with the official NMSU reimbursement form, verifying the per diem rates and allowable expenses per NMSU travel policies. Reviews report with employee and supervisor. Routes for signatures and follows up after submission. Leads and develops Aerospace property management procedures for NMSU and Federal Equipment. Works with staff to complete the annual inventory process, which consists of approximately 150 tagged items. It has developed internal procedures and established a property isolation area for property that will be turned in to NMSU Property. Initiates paperwork to remove items for Aerospace property list. Drafts and submits required report to NMSU Property and to Government entities. Prepares reports for government contracts, telemetry products, financial spending and budget planning. Provides management support to Aerospace Director by preparing and proofing memos, submissions and reports. Completes HR actions for department staffing. Assists director on preparing financial reports to contract.

Job Duties and Responsibilities:

Coordinates and oversees administrative and contractual support for the Physical Science Laboratory Aerospace department. Schedules and coordinates meetings and contract program reviews both internal and external to department, PSL, university, and customers. Coordinates inventory control, tracking, reporting, and managing Supports staff with financial and staffing information. Assists in the preparation of reports, briefings, and presentations, as required to meet contract requirements. Supports staff with travel arrangements and tracks travel for direct and indirect costs. Maintains travel and requisition logs. Coordinates and tracks required staff training and certifications. Provides administrative support to department and staff by completing administrative paperwork for travel reimbursements, non-travel reimbursements, travel advances, purchasing, direct pay, and work orders for departmental services. Interacts with other university departments, such as HR, Payroll, Accounts Payable, ICT, Facilities and Purchasing to address any issues the Aerospace staff may have. Schedules and coordinate meetings for the Aerospace staff.

Special Requirements:

Must be a US Citizen

This position is subject to random drug testing in compliance with its drug-free workforce requirements. Must be able to provide documentation of US citizenship to be eligible for employment with the Physical Science Laboratory.

For more information or to apply please use website link:

https://careers.nmsu.edu/jobs/503004

NMSU is an equal opportunity and affirmative action employer.