Administrative Program Coordinator at Southeast New Mexico College

Administrative Program Coordinator

Job Description

Required: Associate’s degree in a related field and one (1) year of professional experience related to the standard duties as outlined.

Equivalency:  High School Diploma with three (3) years’ experience in a related field. Any equivalent combination of education, training and/or experience as approved by the Human Resources Department.

FLSA Status: Non-exempt

Level: Eight (8)

Salary: $20.71 - $23.49 DOE

Department: HSI Grants

Background: 

Located in Carlsbad, New Mexico, Southeast New Mexico College (SENMC) is a newly independent public community college accredited by the Higher Learning Commission. A proud Hispanic Serving Institution, it awards certificates and associate degrees that serve the needs of its region and prepare students to transfer to programs at other colleges or universities. SENMC offers Early College and Dual Credit programs in collaboration with local high schools.

Southeast New Mexico College enjoys the strong support of its community, and has been awarded several grants, which include $11.7 million from the U.S. Department of Energy and several multimillion-dollar grants from the U.S. Department of Education for student support.

The college’s diverse employee pool includes 38 full time faculty, 69 adjunct faculty, and 102 staff members. SENMC offers a generous benefits package which includes medical, dental, retirement, and college tuition reimbursement. More information on SENMC can be obtained from its website at

 Purpose and Scope: 

The Administrative Program Coordinator will support the functions of the Project Director and project staff in accomplishing project objectives, summarizing expenditures monthly, creating and tracking purchasing requests, all clerical and administrative tasks

Duties and Responsibilities: 

The duties below are representative of the duties of the classification and are not intended to cover all the duties performed by the incumbent(s) of any particular position. The omission of specific statements of duties does not exclude them from the position if the scope of work is similar, related, or a logical assignment to this classification.

• The Administrative Program Coordinator will also process travel requests, take notes during team meetings and external evaluators' visits.


• Coordinate activities such as reserving the room and sketching room layout/setup.


• Facilitate and coordinating approaches for outreach activities for the HSI Grant Team.


• Receives, sorts, and distributes mail; accepts and signs for package deliveries.


• Monitor the general office email accounts and respond effectively and efficiently to all email inquiries.


• Maintain office supply inventory; process requisition orders for billing purposes as needed.


• Maintains a high level of confidentiality and tactfulness in accordance with FERPA requirements and college policies.


• Replies timely to inquiries (by phone, in person, and by email), selecting relevant data from a variety of sources and directs inquiries to appropriate person and/or unit.


• May assist in managing the office calendar of events and deadlines, and scheduling meets


• Assists the HSI Grants team members with other various tasks.


• Performs other related duties as assigned.

Knowledge, Skills, and Abilities: 

• Outstanding interpersonal and community relations skills and the ability to communicate and work effectively within a diverse community.


• Program planning and implementation skills.


• Ability to communicate effectively, both orally and in writing, and interact at all levels in a college setting.


• Skill in organizing data, setting up, tracking, and maintaining data in electronic and manual files.


• Skill in multi-tasking and workload prioritizing under deadline pressure, using independent judgment for decision-making.


• Skill in establishing and maintaining respectful and sensitive working relationships with people who are diverse in their cultures, language groups and abilities.


• Skill in data collection; problem analysis and resolution; report preparation and presentation; interpersonal and organizational communication.


• Ability to provide excellent customer service.


• Ability to complete moderately complex administrative paperwork.

 Affirmative Action Statement:SENMC is an Equal Opportunity/Affirmative Action employer dedicated to excellence through diversity and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, marital status, military or veteran status, sexual orientation, genetic information, or any other protected characteristic under applicable law.

Work Environment and Physical Demand:

• Reach and grasp objects


• Stoop, bend, kneel, crouch, or crawl


• Use of video display terminal


• Use of manual dexterity and fine motor skills


• Communicate information orally and in writing


• Receive and understand information through oral and written communication


• Proofread and check documents for accuracy


• Work a fluctuating work schedule

Performing the essential functions of this position requires the use of a computer throughout most of the workday, the ability to navigate a typical office environment, significant amounts of interpersonal interaction including oral and written communication, and the ability to keep track of multiple tasks, projects, deadlines, information sources and business processes. This job description is intended to be generic in nature and describe the essential functions of the job. It is not an exhaustive list of all duties and responsibilities. The essential duties, functions and responsibilities, and overtime eligibility may vary based on the specific tasks assigned to the position.

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