Exec Asst, General Counsel

at  New Mexico State University

500924
Las Cruces, New Mexico, United States
Staff
Staff Full-time
Closing at: Jun 27 2024 at 23:55 MDT
Position Title: Exec Asst, General Counsel
Employee Classification: Exec Asst,Pres/Exec VP Prov
College/Division: President’s Office
Department: 480200-UNIVERSITY GENERAL COUNSEL
Internal or External Search: External - Open to all applicants
Location: Las Cruces

CLASSIFICATION SUMMARY:

Manages and oversees the day-to-day constituency services and administrative support activities of the University Office of the President or Executive Vice President and Provost. Acts as the primary point of contact for both internal and external constituencies, assists and represents the President or Executive VP/Provost in communicating with constituents, and handles multiple incoming issues and concerns addressed to the office, as they arise.

Oversees and coordinates the day-to-day activities of the office administrative support staff, to include implementation of effective operating policies, procedures, and systems. May supervise administrative support staff which may include: work allocation, training, promotion,problem resolution; performance evaluation and recommendations for personnel actions; motivating employees to achieve peak productivity and performance.Serves as the primary point of initial contact for internal and external constituencies on all matters pertaining to the office. Provides assistance and representation as appropriate in communicating with internal and external constituents. Independently researches, prioritizes, and follows up on multiple incoming issues and concerns, including those of a sensitive and/or confidential nature; determines appropriate course of action, referral, and/or response. Manages and oversees all day-to-day accounting, fiscal control, secretarial, and administrative activities of the office. Provides assistance in the understanding and interpretation of University policies and procedures, as appropriate, and ensures that office operations are in compliance with policy provisions and standards. Manages a variety of special projects, some of which may have institutional impact. Participates in various committees and professional organizations. Performs miscellaneous job-related duties as assigned.
Required Education, Experience, Certification/License, Equivalency
Education- Bachelor’s degree in a related field.
Six (6) years of professional experience related to the standard duties as outlined.; Equivalency: Any equivalent combination of education, training and/or experience as approved by Human Resource Services
Knowledge, Skills and Abilities
KNOWLEDGE: Knowledge of office management principles and procedures. Knowledge of faculty and/or staff hiring procedures.; SKILLS: Skill in organizing resources and establishing priorities. Information research, analysis, and evaluation skills. Employee development and performance management skills.; ABILITIES: Advanced verbal and written communication skills and the ability to work with a wide range of constituencies in a diverse community. Ability to effectively and efficiently handle multiple, simultaneous, and complex tasks and projects. Ability to supervise and train employees, to include organizing, prioritizing, and scheduling work assignments.
Job Duties and Responsibilities
Independently respond to all forms of information requests (IPRA, Discovery, Subpoenas) with limited supervision and assistance from responsible attorneys. This job will require a general understanding of N.M. IPRA law, FERPA, HIPAA, and the N.M. Rules of Evidence. Will independently perform reviews of IPRA request for adherence to law. Determine the scope of records responsive to requests (IPRA, discovery, subpoenas), disseminate requests to appropriate records custodian; and review the records produced by the custodians to confirm that they are responsive to the request. Communicate and initiate negotiations with requesters, records custodians and other stakeholders, as appropriate, to clarify the scope of responsive records. Must make final determinations on all records requests. Other duties include, but are not limited to, design and teach IPRA training class to all records custodians, telephone and in person interactions with all levels of University employees and members of the general public, drafting correspondence, managing electronic and physical filing system, legal administrative duties and other administrative duties as assigned.
Preferred Qualifications
Experience and ability to timely respond to public records (IPRA) requests.
Past Higher Education experience, especially in a legal setting.
Experience in answering discovery responses and knowledge of processes.
Knowledge of New Mexico Risk Management Division procedures.
Ability to protect confidentiality of sensitive legal and personnel maters.
Proficient with use of Microsoft Office suite applications including Word and Outlook.
General office management skills including word processing, filing and file organization and tracking, ordering and stocking supplies, scheduling, covering telephones and general office organization.
Represent the University General Counsel office in a professional manner.
Special Requirements of the Position
Legal Assistant or Paralegal Certification is preferred.
Department Contact: Estela Heredia, 646-3499, eheredia@nmsu.edu
Contingent Upon Funding: Not Applicable
Bargaining Unit Eligibility: This is NOT a bargaining unit position with American Federation of State, County & Municipal Employees (AFSCME).
Standard Work Schedule: Standard (M-F, 8-5)