Admin Assistant 3

The Dean of Students Office at the University of New Mexico is hiring a part-time (75% FTE) Administrative Assistant 3 to provide office support. Our department seeks to support student success through initiatives such as the Center for Financial Capability, Office of Student Rights & Responsibilities, Student Well-Being programs, the Office of Parents & Families, and LoboRESPECT Advocacy Center. The Administrative Assistant 3 provides valuable administrative support for these and other initiatives. This position offers a flexible schedule during regular 8-5 business hours. This is a great position for an experienced professional or for those new to an administrative role.

This position performs administrative functions including operating and supervising the reception desk, scheduling travel, leading department hiring, and record keeping. The Admin 3 acts as assistant to the Dean of Students for tasks such as calendaring appointments and meetings, drafting correspondence, and event registration. Additionally, this position assists with records checks for the Office of Student Rights & Responsibilities.

Duties:

• Assists students, faculty, and staff in navigating DOS and University services, resources, and policies.
• Answers multi-line phones, responds to email, and greets in-person visitors.
• Creates and edits official correspondence on behalf of the Office and the Dean.
• Performs general intake, including taking messages and maintaining a log of inquiries, calls, and emails.
• Leads HR transactions for the office, including EPANs, EPAFs, hiring requisitions, and hiring coordination.
• Acts as primary PCard holder; submits and reconciles orders for department purchases; submits reimbursements for non-PCard purchases.
• Processes payroll for exempt and non-exempt staff.
• Plans and schedules events and travel planning.
• Acts as assistant to the Dean for scheduling and other administrative support tasks.
• Supervises and trains lower-level staff such as student employees; builds front desk coverage schedules.
• Facilitates internal and external conduct records checks such as disciplinary certifications, background checks, etc.
• Performs services of a routine clerical/administrative nature such as filing, record keeping, and data entry.
• Miscellaneous job-related duties as assigned.

See the Position Description for additional information.

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.

• Strong written and verbal communication skills
• Prior work experience in higher education
• An associate degree or equivalent credit hours
• Experience in the following areas:
  • PCard & Purchasing Requisitions
  • Event and travel planning, scheduling, and reimbursements
  • Payroll processing
  • Hiring coordination and drafting of position requisitions
  • Supervision of lower-level staff such as student employees
  • Banner and UNM applications such as Chrome River, LoboWeb, LoboMart, etc.
• The ability to work through problems with limited information and/or address issues by seeking information from various sources.

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.