UNM Logo

Position Classification Description

Position Class Code / Title: A7019 / Executive Asst/Enterprise Unit
Recruitment Tier: Tier 1
FLSA: Exempt
Grade: 12

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 the operations and administration of the Office of the Principal Executive of a major, geographically remote academic branch or business enterprise with key significance to the University and the community, and a budget typically in excess of $10 million pa. Advises, assists, and represents the principal executive on a wide range of management, legal, programmatic, and operational issues affecting both the institution and its community constituency, and performs integrated liaison and follow up on the principal executive's behalf. Oversees one or more special programs of significant import to the institution and/or the community, and manages the provision of direct administrative support to the principal executive.

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 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.
  3. Provides assistance and support to the office principal in problem solving, project planning and management, and development and execution of stated goals and objectives.
  4. 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.
  5. Gathers, investigates, and analyzes specific issues affecting campus operations; independently develops and prepares non-routine reports and correspondence which may be highly sensitive and confidential in nature.
  6. Develops and prepares budgets, maintains budget records, and prepares budget reports for the unit; oversees the operation of accounts and approves expenditures.
  7. Independently serves as administrative contact and liaison with legislative, governmental, community, and external institutional agencies and representatives on operational issues, as appropriate.
  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. Oversees and administers specified operational program initiatives and/or special projects of significance to the institution and/or the community, as appropriate.
  10. Oversees and facilitates resources management and administration procedures and documentation for the principal.
  11. Oversees the supervision of personnel, which includes work allocation, training, promotion, enforcement of internal procedures and controls, and problem resolution; evaluates performance and makes recommendations for personnel actions; motivates employees to achieve peak productivity and performance.
  12. Participates in development of policies, objectives, and long-range planning; develops tracking and evaluation programs to assist in accomplishment of established goals.
  13. Performs miscellaneous job-related duties as assigned.

Minimum Job Requirements

  • High school diploma or GED; at least 2 years of experience managing at least one of the following functional areas: fiscal services, administration and/or human resources AND 3 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.
  • Records maintenance skills.
  • Skill in examining and re-engineering operations and procedures, formulating policy, and developing and implementing new strategies and procedures.
  • Ability to plan, develop, and coordinate multiple projects.
  • Ability to analyze and solve problems.
  • Conflict resolution and/or mediation skills.
  • Ability to develop, plan, and implement short- and long-range goals.
  • Budget planning, fiscal control, and accounting skills.
  • Word processing and/or data entry skills.
  • Knowledge of office management principles and procedures.
  • Program management and administrative skills.
  • Ability to investigate and analyze information and draw conclusions.
  • Ability to make administrative and procedural decisions and judgments on sensitive, confidential issues.
  • Ability to supervise and train employees, to include organizing, prioritizing, and scheduling work assignments.
  • Knowledge of relevant legal and governmental processes, procedures, protocols, and conventions.
  • Ability to foster a cooperative work environment.
  • Knowledge of human resources administration principles and practices.
  • Employee development and performance management skills.
  • Knowledge of administrative policies and procedures as applied to public academic institutions.
  • Effective verbal and written communication skills.
  • Knowledge of faculty and/or staff hiring 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