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Position Classification Description

Position Class Code / Title: A7109 / Academic Opns Ofcr (Sr)
Recruitment Tier: Tier 1
FLSA: Exempt
Grade: 16

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

Directs, plans, and manages the administrative functions of an exceptionally large, complex, and diverse academic, research, and/or clinical college/school within the University, as measured by annual revenue and number of faculty and staff, ensuring compliance with University policies and procedures. Provides administrative leadership and oversight of the fiscal affairs, human resources, and administrative activities of the various academic and operational components of the college/school. Acts as liaison with other University departments on behalf of the college/school and/or Dean; oversees student administration activities and services, as appropriate to the individual position. Participates with the Dean and internal management in strategic and operational planning and decision making as a member of the central leadership team.

Duties and Responsibilities

  1. Manages fiscal affairs of the college/school including budget planning, expenditure and cost analysis, procedures for expense payments, and financial projections; coordinates account reconciliation and financial reporting activities; develops systems to improve fiscal control and processing; directs the administration of transportation, lodging, and meal coordination for travel, meetings, and conferences; participates in the development of new projects and/or programs; may participate in grant proposal writing; may prepare proposals for funding of equipment, remodeling, courses, or other needs of the college/school.
  2. Directly and administratively supervises unit employees including final approval of hiring decisions, performance appraisals, scheduling, training, employee development, disciplinary actions, and conflict mediation; determines staff salary levels; develops procedures and assigns work tasks to improve efficiency.
  3. Directs purchases and coordinates maintenance of college/school equipment and facilities; supervises the execution of recordkeeping systems; may direct the ordering of textbooks and desk copies for unit classes according to faculty orders.
  4. Directs and coordinates administrative functions and enforces university policy for the college in coordination with all associated university departments; provides administrative support and direction to the instructional, research, and service programs of the college including those at satellite locations.
  5. Directs the employment and hiring process for full-time and part-time staff and faculty, enforcing AA/EEO policies and procedures for college/school; may participate in faculty searches; directs completion of forms and contract requests; coordinates the processing of teaching and/or graduate assistant contracts.
  6. Coordinates and monitors day-to-day human resources issues for the college/school; participates in faculty and staff human resources decision making in the absence of or on behalf of the Dean, as necessary.
  7. Acts in the absence of the dean or associate deans on operational and administrative matters; reviews, interprets, recommends, and/or implements college/school policies; identifies and resolves issues regarding administrative and fiscal matters; develops systems to monitor academic and administrative deadlines; regularly evaluates college/school administrative systems and services.
  8. Researches, reports, analyzes, compiles, and/or completes information for surveys and accreditation such as fiscal data, operational expenses, salaries, student profiles/assessments, enrollments, student costs, and/or curriculum; directs the information gathering from deans, directors, and faculty for changes in curricula or courses and submits schedule of classes to scheduling office; manages the use of computerized information systems within the college/school.
  9. Directs advisement activities regarding academic, scholarship, and financial aid; orients faculty and staff on academic advisement procedures; directs administration of scholarship nominations, awards, and student board examination/certification.
  10. Participates in both strategic and operational planning and decision-making regarding various programs.
  11. Serves on various departmental, divisional, and University policy-making committees; participates directly in the formulation of policy, ensuring that administrative and human resources practices are in compliance with University regulations, policies, and appropriate laws.
  12. Coordinates special functions such as committees, alumni events, graduation and student receptions; coordinates the public relations, student outreach, and alumni programs of the college; may supervise the design and production of program publications.
  13. Administers building security and safety procedures in environments which may include chemical hazards, blood borne pathogens, and gasses; coordinates remodeling activities among deans, faculty, staff, physical plant, and facilities planning; develops procedures to control and assign building space and equipment.
  14. Performs miscellaneous job-related duties as assigned.

Minimum Job Requirements

  • Bachelor's degree; 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 make administrative/procedural decisions and judgments.
  • Ability to coordinate and organize meetings and/or special events.
  • Knowledge of university accounting procedures involving procurement, travel, and/or employment.
  • Knowledge of computerized information systems used in financial and/or accounting applications.
  • Ability to perform complex tasks and to prioritize multiple projects.
  • Knowledge of contracts and grants preparation and management.
  • Knowledge of college and university human resources systems.
  • Knowledge of human resources concepts, practices, policies, and procedures.
  • Ability to supervise and train employees, to include organizing, prioritizing, and scheduling work assignments.
  • Ability to communicate effectively, both orally and in writing.
  • Knowledge of student outreach services and activities.
  • Ability to analyze and solve problems.
  • Skill in examining and re-engineering operations and procedures, formulating policy, and developing and implementing new strategies and procedures.
  • Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
  • Ability to analyze and interpret financial data and prepare financial reports, statements and/or projections.
  • Ability to interpret, adapt, and apply guidelines and procedures.
  • Knowledge of procurement rules and regulations.
  • Knowledge of computerized student information systems.
  • Knowledge of finance, accounting, budgeting, and cost control procedures.
  • Knowledge of space allocation practices and principles.
  • Ability to gather and analyze statistical data and generate reports.
  • Knowledge of accounts payable procedures and practices.
  • Ability to develop and maintain recordkeeping systems and procedures.
  • Knowledge of federal, state and university EEO/AA/Diversity laws, guidelines and procedures.
  • Knowledge of financial aid policies, procedures, and eligibility requirements.
  • Knowledge of public relations principles and practices.
  • Knowledge of academic advisement procedures.
  • Ability to plan, organize, implement, evaluate, and modify administrative support needs.

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