Administrative Assistant

Southwestern College is now accepting applications for a part-time Administrative Assistant to join our team. This is an exciting opportunity for a diverse range of candidates from someone wanting to strengthen their skills in a supportive learning environment to an experienced professional interested in supporting continuing education for mental health professionals in our region. Applications are welcome from all qualified candidates seeking meaningful and impactful work in a dynamic and collaborative environment that supports a healthy life-work balance. The New Earth Institute (NEI) Administrative Assistant’s primary responsibilities are to assist with planning, coordination, and delivery of NEI events, including community lectures, certificate courses, and the annual Transformation and Healing Conference. Additional duties include supporting NEI administrative processes including course registration, distribution of completed CE certificates and, in collaboration with the NEI Director, perform updates to courses and programs, and assist with program evaluation and accreditation.

Successful candidates will have an Associate’s degree or comparable experience working in higher education administration and/or customer service with proficiency with Microsoft Office, online learning management systems, and other record-keeping technology. This is a part-time 20 hour-per-week, hybrid (in-person and remote options) non-exempt position with time off benefits. A detailed job description is included below.

To apply, please submit a cover letter, resume, and list of references. Southwestern College is a private, non-profit graduate school with a community mental health clinic; for more information, please visit www.swc.edu/jobs.

JOB DESCRIPTION

New Earth Institute Administrative Assistant

REPORTS TO: Director, New Earth Institute (NEI)

CLASSIFICATION: Non-exempt.

POSITION TYPE: Part-time, 20 hours per week, typically a Monday–Friday schedule with some evenings and weekends required.

REMOTE OR HYBRID ELIGIBLE: Hybrid eligible. This position combines on-campus and remote work, with regular in-person participation required for meetings, student and community engagement, conferences, and institutional events.

BENEFITS ELIGIBILITY: Eligible for all benefits afforded to part-time 20-hour per week employees.

SUPERVISORY RESPONSIBILITIES: None.

POSITION SUMMARY: This role is responsible for supporting the administrative, technical, and student service functions of the NEI program and broader college operations. The position ensures smooth registration processes, effective communication with students, instructors, and the public, and compliance with institutional and regulatory standards.

ESSENTIAL DUTIES & RESPONSIBILITIES:

1. Assists with planning, coordination, and delivery of NEI offerings, including community lectures, certificate courses, and the annual Transformation and Healing Conference.

2. Supports NEI administrative processes including course registration, distribution of completed CE certificates, updates to courses and programs, and accreditation requirements, in collaboration with the NEI Director.

3. Assists with NEI data collection and assessment including updates to, and delivery of, course and program evaluations, accreditation renewal, and NEI program reviews.

4. Maintains and updates registration and administrative systems to ensure accurate and timely data management.

5. Monitors and reports on program participation and student engagement metrics.

6. In collaboration with Director assists with marketing and promotion efforts and updates.

7. Responds to student phone and email inquiries.

8. Provides advising and support to students, such as certificate program requirements and questions pertaining to course participation and registration.

9. Facilitates communication between students and NEI staff, instructors regarding course logistics, evaluations, and continuing education units earned.

10. In close coordination with Director maintains student-facing NEI resources, including FAQs, fact sheets, syllabi, instructional materials, and other communications.

11. Contribute to the development and maintenance of college publications and digital media related to NEI.

12. Upholds FERPA regulations and ensure confidentiality of student information.

13. Performs other duties as assigned to support institutional and NEI goals.

REQUIRED KNOWLEDGE, SKILLS, ABILITIES & DISPOSITIONS:

1. Embraces Southwestern College’s mission of transforming consciousness through education and the institutional values of Service, Empowerment, Mindfulness, Partnership, and Love.

2. Committed to equity, inclusion, cultural responsiveness, and the ability to work effectively with individuals from diverse backgrounds, identities, perspectives, and lived experiences.

3. Excellent interpersonal and communication skills, both oral and written.

4. Excellent organizational and time management skills, and ability to manage multiple tasks and meet deadlines.

5. Proficiency with educational and administrative technologies, student information systems, video conferencing platforms, Microsoft Office applications, and other tools used to support the NEI. .

6. Ability to multi-task, organize and high level of attention to detail.

7. Ability to work effectively both independently and as a strong collaborator in a hybrid/telecommuting format.

MINIMUM QUALIFICATIONS:

A relevant post-secondary credential at the associate level or equivalent experience in higher education administration and/or customer service

Proficiency with Microsoft Office, online learning management systems, and other record-keeping technology

Capacity for innovation to continually improve system and processes.

Pay: $17.00 - $22.00 per hour

Expected hours: 20.0 per week

Benefits:

• Employee discount
• Flexible schedule
• Paid time off

Work Location: Hybrid remote in Santa Fe, NM 87507