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Position Classification Description

Position Class Code / Title: A6023 / Supv,Admin Support
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

Provides and oversees a diverse range of support activities for a department, which require specialized knowledge and comprehensive administrative, organizational, and operational skills. Participates in operational planning and coordinates the development and administration of departmental operating policies and procedures. Composes and/or assists in the development of manuals, grant proposals, and/or similar documents. Serves as an administrative liaison with internal departments and outside agencies, as required. Trains, supervises, and evaluates administrative staff engaged in various support activities.

Duties and Responsibilities

  1. Plans and coordinates complex administrative assignments and special projects within and/or across operating units; gathers, organizes, and assesses information, and develops and prepares recommendations.
  2. Supervises personnel which typically includes recommendations for hiring, firing, performance evaluation, training, work allocation, and problem resolution.
  3. Assists in the development and administration of operating policies for the unit; reviews and interprets applicable university, local, state, and federal regulations; coordinates compliance with applicable rules, regulations, and policies.
  4. Monitors and coordinates accounting activities as appropriate, and prepares internal reports for management; participates in budget planning and management, as required; may coordinate and administer the purchasing of supplies and/or equipment for the unit.
  5. Develops and prepares special management studies, surveys, statistics, and a variety of other reports.
  6. Serves as administrative liaison and coordinates interaction between department operating units, other university departments and programs, and/or external agencies, as appropriate.
  7. Develops and implements systems and processes to establish and maintain records for the operating unit.
  8. Develops and/or coordinates the development of operating manuals, procedural guidelines, and similar documentation; may conduct in-service training as required.
  9. May assist in or contribute to the planning, coordination, development, and implementation of long-range goals and objectives.
  10. Responds to internal inquiries regarding university administrative policies, procedures, and practices.
  11. Participates in various committees and professional organizations.
  12. Performs miscellaneous job-related duties as assigned.

Minimum Job Requirements

  • High school diploma or GED; at least 7 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 develop and maintain recordkeeping systems and procedures.
  • Skill in the use of computers, preferably in a PC, Windows-based operating environment.
  • Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
  • Ability to gather and analyze statistical data and generate reports.
  • Ability to communicate effectively, both orally and in writing.
  • Ability to analyze and interpret financial data and prepare financial reports, statements and/or projections.
  • Ability to develop, plan, and implement short- and long-range goals.
  • Knowledge of federal, state, local, and university regulations, guidelines, and standards in the personnel area and ability to interpret and apply these.
  • Knowledge of federal, state, and local regulations, guidelines, and standards in area of expertise.
  • Knowledge of organizational structure, workflow, and operating procedures.
  • Ability to create, compose, and edit written materials.
  • Ability to supervise and train employees, to include organizing, prioritizing, and scheduling work assignments.
  • Ability to investigate and analyze information and draw conclusions.
  • Knowledge of finance, accounting, budgeting, and cost control procedures.
  • Skill in developing policy and procedure documentation.
  • Ability to foster a cooperative work environment.
  • Employee development and performance management skills.
  • Ability to perform complex tasks and to prioritize multiple projects.

Distinguishing Characteristics

    Position requires: a) coordination and oversight of all day-to-day fiscal, administrative, and operational support activities across multiple organizational units within a large, multifaceted department; b) participation in strategic administrative decision making and in the establishment and administration of operating policies and procedures; c) planning, organizing, and coordinating the execution of complex administrative and/or operational projects; d) department representation and liaison with other internal and external constituencies regarding administrative/operational problems and issues; e) direct supervision and coordination of administrative staff employees.

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