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Position Classification Description

Position Class Code / Title: A7120 / Executive Admin Assistant/HSC
Recruitment Tier: Tier 1
FLSA: Exempt
Grade: 14

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

Oversees all administrative and/or operational matters for the Office of the Chancellor for Health Sciences and the HSC Board of Directors (BoD). Handles a wide range of issues on behalf of these offices and provides coordination and oversight in the development of agendas, schedules, special events and activities. 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. Serves as liaison between the Chancellor for HSC, the BoD, the Office of the President, and other senior officers of the University, Reports administratively to the Chancellor for Health Sciences and functionally to the Chair of the HSC Board of Directors.

Duties and Responsibilities

  1. Serves as liaison between the Office of the Chancellor for Health Sciences and the HSC BoD?s and coordinates and integrates the activities for these offices; coordinates communication between the Chancellor for Health Sciences, the BoD, and other senior officers of the University.
  2. Serves as principal aide to the Chancellor for Health Sciences Center and the BoD, directly handling all day-to-day operational matters, often related to complex and confidential issues, on behalf of the offices; provides support in dealing with a range of issues, as appropriate.
  3. Schedules, organizes, and coordinates meetings and other office functions and special events; coordinates attendance of the Chancellor for Health Sciences and the BoD at University and community functions.
  4. Serves as the primary point of initial contact on administrative and operational matters for internal and external constituencies, to include faculty, staff, student governance groups, and the community at large; independently researches and prioritizes incoming issues and determines appropriate course of action, referral, and/or response.
  5. Oversees all facets of the day-to-day administration of the office, ensuring compliance with University policies, operating agreements, state and federal laws and regulations.
  6. Develop and update policies and procedures for the office; 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.
  7. Gathers, investigates researches, analyzes, and/or studies information affecting University-wide, intradepartmental, or interdepartmental operations.
  8. Participates in various committees and professional organizations.
  9. Maintains all formal records and archives for the office.
  10. Manages special programs for the office principal, some of which may have University-wide impact.
  11. 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.
  12. 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.
  13. May negotiate and administer contracts and/or agreements.
  14. Performs miscellaneous job-related duties as assigned.

Minimum Job Requirements

  • Bachelor's degree; at least 4 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.
  • Knowledge of the goals, objectives, structure and operations of a major public university.
  • Demonstrated organizational management skills.
  • Ability to gather data, compile information, and prepare reports.
  • Advanced analytical, evaluative, and objective critical thinking skills and the ability to effectively summarize and present information.
  • Ability to create, compose, and edit correspondence and other written materials.
  • Exceptional interpersonal skills and the ability to interact and work effectively with administrators, academic leadership, faculty, students, community leadership, public officials, funding agencies, and members of the community at large.
  • Strong computer skills.
  • Knowledge of organizational structure, workflow, and operating procedures in a large, complex organization.
  • Ability to foster a cooperative work environment.
  • Knowledge and understanding of institutional policies and procedures and the regulatory environment within which they operate.
  • Ability to perform complex tasks and to prioritize multiple projects.
  • Advanced verbal and written communication skills and the ability to present effectively to small and large groups.

Working Conditions and Physical Effort

  • No or very limited exposure to physical risk.
  • No or very limited physical effort required.
  • 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