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Position Classification Description

Position Class Code / Title: A0010 / Admin Assistant to the Dean
Recruitment Tier: Tier 1
FLSA: Non-Exempt
Grade: 10

This is a description of a Staff Position Classification. It is not an announcement of a position opening. To view descriptions of current openings, please go to UNMJobs and Search Postings to view positions that are currently accepting applications.

The following statements are intended to describe, in broad terms, the general functions and responsibility levels characteristic of positions assigned to this classification. They should not be viewed as an exhaustive list of the specific duties and prerequisites applicable to individual positions that have been so classified.

Summary

Under general supervision, coordinates, oversees, and/or performs a wide variety of administrative support activities for an academic dean. Assignments may be confidential in nature. Provides and coordinates staff and office support. Coordinates special events. May serve on a variety of academic committees in a support capacity.

Duties and Responsibilities

  1. Provides staff and office support for the dean, to include screening and handling telephone communications, greeting and directing visitors, and dealing with administrative problems and inquiries, as appropriate; serves as a primary point of contact and liaison between the office, students, and external constituencies on a range of day-to-day issues.
  2. Organizes and facilitates meetings and special events; schedules and coordinates dates and times, venues, attendance, agendas, and facilities; takes minutes, and provides administrative support and followup on matters arising from meetings.
  3. Composes and prepares written documentation and correspondence for the office; screens and evaluates incoming and outgoing correspondence and prepares responses as appropriate.
  4. Schedules and coordinates dean's appointments and/or travel arrangements, and coordinates and oversees daily office activities.
  5. Gathers, enters, and/or updates data to maintain departmental records and databases, as appropriate; establishes and maintains files and records for the office.
  6. Leads and guides the work of lower graded staff and/or student employees, as appropriate; may participate in training and evaluative sessions.
  7. Carries out and coordinates administrative activities associated with academic affairs, such as tenure, contracts and promotion of faculty reporting to the dean.
  8. Coordinates and oversees the day-to-day management of supplies, equipment, and facilities for the organization, as appropriate, to include maintenance, inventory management, logistics, security, and related activities.
  9. Enhances professional growth and development through participation in educational programs, current literature, in-service meetings, and workshops.
  10. May serve as Campus Security Authority as outlined by the Clery Act.
  11. Performs miscellaneous job-related duties as assigned.

Minimum Job Requirements

  • 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, Skills and Abilities Required

  • Knowledge of planning and scheduling techniques.
  • Knowledge of supplies, equipment, and/or services ordering and inventory control.
  • Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
  • Knowledge of current and emerging trends in technologies, techniques, issues, and approaches in area of expertise.
  • Records maintenance skills.
  • Database management skills.
  • Skill in organizing resources and establishing priorities.
  • Ability to lead and train staff and/or students.
  • Word processing and/or data entry skills.
  • Ability to create, compose, and edit written materials.
  • Knowledge of office management principles and procedures.
  • Ability to coordinate and organize meetings and/or special events.
  • Knowledge of academic administrative principles and procedures.

Working Conditions and Physical Effort

  • No or very limited physical effort required.
  • No or very limited exposure to physical risk.
  • Work is normally performed in a typical interior/office work environment.

The University of New Mexico provides all training required by OSHA to ensure employee safety.

Revised Date: 03/20/2017