Admin Assistant 3

****The final salary for this position is dependent upon total Education and Experience****

The College of Arts and Sciences is seeking an administrative assistant that performs and/or oversees a variety of associated administrative, fiscal, staff support, and planning activities, some of which require advanced or specialized knowledge and skills. This position trains and oversees lower graded staff and/or students. This position may coordinate specified administrative activities and reporting across multiple organizational units within a department.

The AAIII will be responsible for both support of
day-to-day operations of the largest advisement team on campus as well as
coverage and management of the front desk.

This is a fast-paced organization that is continuously
evolving. This is a critical position as it supports and guides many of the
functions that allow the center to thrive. These include but are not limited
to: supervising front desk employees, payroll, and internal HR components. Also
purchasing, budget support and expense tracking, surplus requests, travel and
reimbursements. Yearly project calendaring, overseeing the director's calendar.
Attends regular management meetings to keep notes, monitors related unit goals
and projects, attends monthly DA and HRPI meetings, and quarterly building
coordinator meetings.

1. Oversees and/or performs a range of diverse administrative activities for the department or organizational unit; serves as a central point of liaison with other departments and external constituencies in the resolution of a variety of day-to-day matters concerning the unit.
2. Utilizes knowledge and understanding of underlying operational issues to create, compose, and edit technical and/or administrative correspondence and documentation.
3. Assists in administrative problem solving, program/project planning, development, and execution of stated goals and objectives.
4. Researches information, compiles statistics, and gathers and computes various data; prepares special and/or one-time reports, summaries, or replies to inquiries, selecting relevant data from a variety of sources.
5. Monitors, reconciles, and assists with fiscal administration for the unit, including but not limited to budgets, funding, grants, contracts, payroll, employment, travel, and/or purchasing; may assist with fiscal planning, including participating in seeking alternate sources of funding.
6. Provides and/or oversees support activities for the unit such as answering telephones, assisting and resolving problems and inquiries of visitors, review and control of incoming and outgoing correspondence, and follow-up on operational commitments.
7. Provides administrative assistance with faculty and/or staff searches, as appropriate, to include logging employment applications, preparing applicant acknowledgements and interview documents, coordinating interview logistics, and coordinating search documentation.
8. Schedules appointments and maintains calendars; schedules, coordinates and facilitates meetings, facilities usage, events, and/or travel arrangements, as required.
9. Establishes, updates, and maintains unit's files, inventories, and records; implements and maintains data management systems, as required.
10. Leads and guides the work of lower level staff and supervises student employees as appropriate; may participate in hiring decisions and performance appraisal.
11. May serve as Campus Security Authority as outlined by the Clery Act.
12. Performs miscellaneous job-related duties as assigned.

See the Position Description for additional information.

• If this position is assigned to the Athletics Department, either administratively or functionally, compliance with all NCAA rules and regulations is required.
• Employees who provide services or work in patient care or clinical areas are required to be in compliance with the University's influenza vaccination requirement.
• All regular, non-temporary positions assigned to this classification are represented by a labor union and subject to the terms and conditions of the US-UNM Collective Bargaining Agreement.

High school diploma or GED; at least 5 years of experience directly related to the duties and responsibilities specified.

Completed degree(s) from an accredited institution that are above the minimum education requirement may be substituted for experience on a year for year basis.

Knowledge of university policy and procedure

Experience using timekeeping software

Experience with Banner Systems

Knowledge of Advisement practices

Extensive exposure to higher education student service environments

Bachelor's degree

Only applications submitted through
the official UNMJobs site will be accepted. If you are viewing this job
advertisement on a 3rd party site, please
visit UNMJobs to submit an application.

Positions posted with a Staff Type of Regular or Term are eligible for the Veteran Preference Program. See the Veteran Preference Program webpage for additional details.

The University of New Mexico is committed to hiring and retaining a diverse workforce. We are an Equal Opportunity Employer, making decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, veteran status, disability, or any other protected class.

The University of New Mexico requires all regular staff positions successfully pass a pre-employment background check. This may include, but is not limited to, a criminal history background check, New Mexico Department of Health fingerprint screening, New Mexico Children, Youth, and Families Department fingerprint screening, verification of education credentials, and/or verification of prior employment. For more information about background checks, visit https://policy.unm.edu/university-policies/3000/3280.html. Refer to https://policy.unm.edu/university-policies/3000/3200.html for a definition of Regular Staff.