UNM Logo

Position Classification Description

Position Class Code / Title: A0012 / Admin Assistant to Dir
Recruitment Tier: Tier 1
FLSA: Non-Exempt
Grade: 09

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

Facilitates and administers the day-to-day operations of the Director of an academic branch or of a multi-faceted, self-contained operating unit/division. Develops and manages projects to help achieve the mission and goals of the department. Serves as primary point of contact for internal and external constituencies. Leads and guides administrative support staff, may independently administer a defined program initiative or service operation for the unit. Oversees the planning of meetings and events.

Duties and Responsibilities

  1. Oversees and administers the day-to-day activities of the office; develops policies, procedures, and systems which ensure productive and efficient office operation.
  2. Provides and/or oversees support activities for the unit such as answering telephones, maintaining calendars, making travel arrangements, writing and preparing documentation and correspondence for the office, reviewing and controlling incoming and outgoing correspondence, and following-up on operational commitments.
  3. 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 follow-up on matters arising from meetings.
  4. 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.
  5. 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.
  6. Develops and manages projects to ensure efficient service and to achieve the mission and goals of the department.
  7. Serves as a primary point of contact between the office and internal/external constituencies; provides information and performs problem solving on a range of issues.
  8. Establishes, updates, and maintains unit's files, inventories, and records; implements and maintains data management systems, as required.
  9. 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.
  10. May supervise and train lower graded staff, student employees, volunteers, and/or interns, as appropriate.
  11. May serve as Campus Security Authority as outlined by the Clery Act.
  12. 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

  • Ability to gather data, compile information, and prepare reports.
  • Ability to coordinate and organize meetings and/or special events.
  • Skill in organizing resources and establishing priorities.
  • Knowledge of general accounting principles.
  • Ability to communicate effectively, both orally and in writing.
  • Ability to analyze and solve problems.
  • Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
  • Records maintenance skills.
  • Database management skills.
  • Knowledge of office management principles and procedures.
  • Demonstrated ability to maintain confidentiality.
  • Skills in the use of database management, word processing, spreadsheet, and/or presentation software.
  • Knowledge of current and emerging trends in technologies, techniques, issues, and approaches in area of expertise.
  • Ability to lead and train staff and/or students.

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