UNM Logo

Position Classification Description

Position Class Code / Title: A7007 / Administrative Officer (Div)
Recruitment Tier: Tier 1
FLSA: Exempt
Grade: 13

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

Manages and executes administrative, project, and executive support activities associated with the office of a core division or equivalent component of the University. Reporting directly to the principal executive officer of the entity, serves as principle point of administrative contact and liaison with internal and external constituencies. Provides and/or oversees the provision of direct staff support to the office principal. Provides specialist administrative services as appropriate in such areas as fiscal management; public/community relations; faculty, staff, or student affairs; general business administration; and/or development and relations, depending upon the functional area supported.

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. Supervises the work of employees in supporting roles, including assigning workload and monitoring employee performance.
  4. Oversees and facilitates resources management and administration procedures and documentation for the principal.
  5. 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.
  6. Serves as the primary point of administrative contact and liaison with other offices, individuals, and institutions on operational and programmatic matters concerning the Office.
  7. Organizes and facilitates meetings, conferences, and other special events; coordinates and attends committee meetings, and participates in committee discussions, as appropriate.
  8. 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.
  9. Oversees the operation of office accounts, and plans and monitors expenditures; as appropriate, develops and/or coordinates budgets for the office and associated accounts.
  10. 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.
  11. Provides assistance in the understanding and interpretation of University policies and procedures, as appropriate, and ensures that office operations are in compliance with policy provisions and standards.
  12. Assists in the coordination, supervision, and completion of special projects, as appropriate.
  13. May serve as Campus Security Authority as outlined by the Clery Act.
  14. Performs miscellaneous job-related duties as assigned.

Minimum Job Requirements

  • High school diploma or GED; at least 2 years of experience directly related to managing; at least one of the following functional areas: fiscal services, administration and/or human resources AND 5 years of additional 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.
  • Records maintenance skills.
  • Skill in budget preparation and fiscal management.
  • Ability to use independent judgment and to manage and impart confidential information.
  • Ability to analyze and solve problems.
  • 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.
  • Skill in organizing resources and establishing priorities.
  • Ability to lead and train staff and/or students.
  • 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.
  • Ability to foster a cooperative work environment.
  • Knowledge of general accounting principles.
  • Knowledge of human resources administration principles and practices.
  • Effective verbal and written communication skills.
  • Knowledge of administrative policies and procedures as applied to public academic institutions.

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