Administrative Assistant

Administrative Assistant Office of External Campuses Duty Schedule

Monday to Friday, 8:00 AM to 5:00 PM. Some weekends and evenings required. (40 hours a week)

Position serves as the operational backbone for the Shiprock Branch and its regional network. The primary focus is to ensure seamless daily functions across six extended sites including Tuba City Center, Window Rock Center, Crownpoint Center, Newcomb Microsite and Aneth Microsite, while providing vital administrative support to the Shiprock Branch Campus core departments, such as Finance & Accounting, Operations & Maintenance, Security, and SJP Branch Library.

By bridging the gap between central leadership and extended locations, the role maintains the essential services necessary for the success of our entire campus community directly related to the College's strategic goals and objectives.

This is not necessarily an exhaustive list of all responsibilities, duties, skills, efforts, requirements or working conditions associated with the job. While his list is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Culture of Hospitality:
  Cultivate and maintain a welcoming, professional, and inclusive environment for all students, faculty, staff, and community members at branch campus and all centers and microsites.
• Liaison Duties:
  Serves as the primary point of contact for the Director of External Campuses, ensuring timely communication and implementation of departmental directives.
• Visitor Resource:
  Serves as the lead resource for all visiting parties to the Shiprock Branch campus, providing campus navigation, information on services, and administrative support as needed.

• Communication Flow:
  Manages daily and routine phone calls, routing inquiries to the appropriate parties to ensure seamless communication between the Office of External Campuses and its stakeholders.
• Mail Logistics:
  Oversees the distribution of both inner-campus mail and U.S. Postal Service (USPS) deliveries across all external sites to ensure no delays in critical documentation. Requires communication with couriers, support services, and cashier.
• Operational Readiness:
  Ensure the daily operations are functional, organized, and reflect professional standards of the institution along with customer service.

• Inventory Control:
  Proactively manages and replenishes office supplies and routine materials, ensuring the Office of External Campuses has the tools required for uninterrupted service.
• Event/Room Scheduling:
  Utilizes Brightly Event Manager to maintain facility requests for the Office of External Campuses.
• Submission of Operations and Maintenance Requests:
  Utilizes Asset Essentials to submit tickets for work orders to maintain a safe and functional campus.

• Monthly Meeting Management:
  Leads the scheduling and logistical setup for monthly recurring meetings for the Office of External Campuses and Shiprock Branch Campus ensuring seamless hybrid (in-person and virtual) accessibility.
• Documentation:
  Responsible for production of meeting materials, including preparing agendas in advance and producing accurate minutes and records for archival.
• Internal Communication:
  Ensures thorough and transparent communication flows between all internal departments and the centers and microsites.

• Production:
  Designs and procedures flyers and marketing materials for both internal and external events hosted by the Office of External Campuses.
• Promotional Distribution:
  Executes marketing plans through various electronic channels (email, social media, web) and in-person avenues (physical postings, community outreach).

• Digital Transformation:
  Assists in the development and maintenance of a…