Administrative Programs Specialist

Position Summary:
Under the limited supervision of the Director of Career Services, the Career Services Administrative Programs Specialist will oversee data collection, verification, and administrative activities, as well as provide and monitor service provision for the Office of Career Services.

Duties and Responsibilities:

• Serve as quality assurance official for all career services documentation/service provision and monitor participant career service progress
• Develop/collect, organize, enter, maintain, verify, analyze, and ensure the security of accurate information within all Career Service-specific database systems, as well as confidential FERPA-compliant program records and program files, activities, and services provided
• Prepare and submit the ENMU Career Service Annual Performance Report, as well as other reports as needed by the Director of Career Services
• Develop, assemble, and maintain systems for the collection, aggregation, and reporting of data required for institutional compliance and other accountability processes
• Develop and maintain confidential FERPA-compliant program files on Career Services documentation; document all Career Services contacts, services, activities, and academic/career progress, objectives, and goals met; maintain accurate data for project records
• Manage, maintain, organize, and ensure the proper storage of confidential FERPA-compliant program files, activities, and services provided, as well as ensure the proper order of filing systems, records, and data entry processes
• Teach skills and aid students, alumni, members of the ENMU community, individually and in groups, with all aspects of career strategy and service provision
• Support the Career Services Program and Career Services Director in programmatic activities, including maintaining budget records and maintaining project inventory; complete daily and project-based office duties, as assigned; provide other support, as needed
• Ensure office efficiency and coordinate office tasks as assigned by the Director of Career Services; manage office calendar; process correspondence and leave requests/timesheets; type reports, minutes, and program-related materials.
• Review completed work in accordance with programmatic and university policy, procedures, prescribed format, and content
• Provide assistance and quality customer service to students, alumni, members of the ENMU community, business and community visitors, including the ascertainment of facts, as well as accurate, professional provision of information
• Attend required meetings, training, and professional development; participate in committees, councils, and professional development activities, as assigned
• Performs other job-related duties and projects assigned in support of the University's mission, core values, and goals
• Regular and predictable attendance required
  
  

Minimum Job Requirements:

Bachelor's degree in business, data management, or related field, or an equivalent combination of education and/or experience, is required.
Preferred Requirements:

Professional experience in data management or accounting is preferred

Knowledge, Skills, and Abilities:

• Demonstrated knowledge of career strategy, student development theory, and practice
• Remain current in knowledge of legislation, emerging issues, and best practices.
• Excellent management experience
• Demonstrated strategic planning experience
• Exceptional organizational abilities to manage multiple priorities, deadlines, and projects
• Experience planning, coordinating executive events and programs
• Demonstrated capacity to work effectively with faculty, staff, administrators, students, alumni, and other community constituents
• Excellent interpersonal, written, and oral communication skills, including written business communications
• Ability to present to large and small groups
• Success in budget management
• Excellent records management and office management
• Ensure accurate documentation for internal analysis, reports, and plans
• Exceptional application of technology
• Use AI-supported tools ethically to improve productivity and critically assess AI-generated content to ensure accuracy

• Skilled use of standard office equipment: Computer, Copier, Scanner, etc.
• Skilled use of Microsoft Office and other applicable computer applications

Physical Demand and Working Conditions:

• Work is sedentary in nature that at times requires exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects.

Essential Functions: [As defined under the Americans with Disabilities Act, these include the aforementioned duties and responsibilities, job knowledge, skills, and abilities, physical demands, and working conditions. This is not necessarily an all-inclusive listing.]

Condition of Employment: Must pass a pre-employment background check.

Electronic Application Instructions: Electronic applications should be submitted through the "Apply" link at the top of this page. Please attach the following required documents to your electronic application:

Required Documents:
Please ensure that you attach all required documents, even if you have applied for other positions at ENMU, as the committee does not have access to those records.
Letter of interest
Resume
Contact information for three references (blind or off-list reference checks may be conducted on finalists)
Transcripts (unofficial for application purposes)

Equal Employment Opportunity /Title IX/IPRA. Eastern New Mexico University does not discriminate on the basis of race, color, national origin, religion, sex (including pregnancy, gender identity, and sexual orientation), age, disability, genetic information, veteran status, or any other characteristic protected under federal, state, or local laws. If a reasonable accommodation is needed to participate in the job application or interview process, or to perform essential job functions, please contact the Office of Human Resources at (575) 562-2115. New Mexico is an open records state; therefore, ENMU complies with the Inspection of Public Records Act, NMSA 1978, Chapter 14, Article 2, from the Office of the New Mexico Attorney General. Any concerns regarding sex discrimination should be addressed to the Title IX Coordinator at either titleix.coordinator@enmu.eu, (575) 562-2235, or Curry Hall Office 127, 1500 S Avenue K, Portales, NM 88130. Requests for inspection of public records should be sent to planning.analysis@enmu.edu . For any other inquiries, please contact Human Resources at (575) 562-2115 or e-mail ENMU.HRrecruiter@enmu.edu .