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Position Classification Description

Position Class Code / Title: A7071 / Executive Assistant
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

Independently manages and oversees the activities of the Office of the President, an Executive Vice President or a Vice President of a major, multifaceted division of the University. Acts as the primary point of contact for both internal and external constituencies on all matters pertaining to the office, and assists and represents the office principal in communicating with constituents. Researches, prioritizes, and follows-up on multiple issues and concerns addressed to the office principal, including those of a sensitive and/or confidential nature. Manages a variety of special projects, some of which may have institutional impact.

Duties and Responsibilities

  1. Serves as the primary point of initial contact on any matter directed to the office by University and community constituencies; independently researches and prioritizes incoming issues and determines appropriate course of action, referral, and/or response.
  2. Receives, screens, evaluates, and determines appropriate response to all written correspondence received by the office; independently formulates and disseminates written responses as appropriate.
  3. Oversees and coordinates the day-to-day activities of the office administrative support staff, to include management and training, scheduling and prioritizing work assignments, and implementation of effective operating policies, procedures, and systems.
  4. Manages special programs for the office principal, some of which may have University-wide impact.
  5. Gathers, investigates, researches, analyzes, and/or studies information affecting University-wide, intradepartmental, or interdepartmental operations.
  6. 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.
  7. Coordinates and/or assists with establishing or recommending budget allocations for the office and reviews revised and final budgets; may coordinate the budget processes for one or more other internal or external organizational entities, as specifically assigned.
  8. Reviews and approves transactions, as assigned, and advises the office principal on appropriate disposition; provides key coordination and consultation with regards to faculty/staff recruitment and hiring, as appropriate to the position.
  9. 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.
  10. Participates in various committees and professional organizations.
  11. Oversees the planning and coordination of key special events for the office principal.
  12. May negotiate and administer contracts and/or agreements.
  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

  • Advanced verbal and written communication skills and the ability to work with a wide range of constituencies in a diverse community.
  • Records maintenance skills.
  • Conflict resolution and/or mediation skills.
  • Information research, analysis, and evaluation skills.
  • Broad knowledge and understanding of University and Board of Regents policies and procedures.
  • Knowledge of office management principles and procedures.
  • Ability to supervise and train employees, to include organizing, prioritizing, and scheduling work assignments.
  • Knowledge and understanding of equal opportunity and affirmative action laws, regulations, guidelines, conventions, and procedures.
  • Employee development and performance management skills.
  • Knowledge of administrative policies and procedures as applied to public academic institutions.
  • Project management skills and the ability to resolve complex problems and issues.
  • Knowledge of budget preparation and fiscal management.
  • 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