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Position Classification Description

Position Class Code / Title: A5008 / Admin Assistant to Exec Dir
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 limited supervision, provides operational coordination, administrative support, and project management to the Executive Director of an academic branch or of a multi-faceted, self-contained operating division administered under autonomous circumstances. Manages the day-to-day administrative and secretarial support activities of the office and supervises support staff and/or students, as appropriate; may independently administer a defined program initiative or service operation for the unit.

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 assistance and support to the office principal in problem solving, project planning and management, and development and execution of stated goals and objectives.
  3. Performs research and analysis on specific issues, as required, and independently prepares non-routine letters and/or reports, which may be highly sensitive and confidential in nature.
  4. Serves as a primary point of direct administrative contact and liaison with other offices, individuals, and external institutions and agencies on a range of specified issues; organizes and facilitates meetings, conferences, and other special events, as required.
  5. Coordinates the disposition and/or resolution of individual problems and disputes involving faculty, staff, students, and/or members of the general public, as they arise.
  6. Oversees the operation of office accounts, and plans and monitors expenditures; as appropriate, develops and/or coordinates budgets for the office and associated accounts.
  7. May oversee and administer the day-to-day activities of one or more specialized program initiatives for the unit, as assigned.
  8. Provides and/or oversees provision of staff support to the office, to include handling walk-up and phone interactions, maintaining calendars and travel arrangements, screening, analyzing, and responding to incoming correspondence, handling day-to-day problems and situations, and provision of secretarial support.
  9. Assists in the coordination, supervision, and completion of special projects, as appropriate.
  10. 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

  • Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
  • Ability to gather data, compile information, and prepare reports.
  • Skill in budget preparation and fiscal management.
  • Records maintenance skills.
  • Ability to use independent judgment and to manage and impart confidential information.
  • Ability to plan, develop, and coordinate multiple projects.
  • Skill in examining and re-engineering operations and procedures, formulating policy, and developing and implementing new strategies and procedures.
  • Ability to analyze and solve problems.
  • Conflict resolution and/or mediation skills.
  • Demonstrated ability to maintain confidentiality.
  • Word processing and/or data entry skills.
  • Knowledge of office management principles and procedures.
  • Ability to make administrative and procedural decisions and judgments on sensitive, confidential issues.
  • Skills in the use of database management, word processing, spreadsheet, and/or presentation software.
  • Organizing and coordinating skills.
  • Knowledge of general accounting principles.
  • Effective verbal and written communication skills.

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