Summary

Applying for this position will place you in a general temporary pool of candidates with UNMTemps Services for non-benefits eligible positions in departments and campuses throughout the University. Qualified applicants are placed into temporary administrative assistant assignments as positions become vacant; when regular employees are absent; during peak work periods; and for special events. This pool is looking for the following levels of administrative assistants: Administrative Assistant I: Performs a variety of office support and/or secretarial duties for a specified unit/department, such as composing and word processing a variety of standard documents and correspondence, relaying and resolving routine telephone and/or walk-up inquiries, scheduling calendar items and meetings, making travel arrangements, processing forms, performing data entry, and establishing and maintaining records. Edits and proofreads documents to ensure accuracy. May perform duties involving simple mathematical calculations. Administrative Assistant II: Performs a variety of administrative and staff support duties for a specified unit/department, which require a range of skills and a knowledge of organizational policies and procedures. Assists and directs visitors, and resolves administrative problems and inquiries; composes, edits, and proofreads correspondence and reports, and prepares a range of administrative documents. Administrative Assistant III: Performs and/or oversees a variety of associated administrative, fiscal, staff support, and planning activities, some of which require advanced or specialized knowledge and skills, such as budget administration and control, equipment, facilities, and inventory management, specialized record keeping and database management, and/or specified information-gathering projects and tasks. Coordinates and facilitates meetings, program functions, and/or special events, as appropriate. Trains and oversees lower graded staff and/or students. May coordinate specified administrative activities and reporting across multiple organizational units within a department.

Duties and Responsibilities

Minimum Job Requirements

• May require High school diploma or GED; at least 1 to 5 years of experience in an administrative role. Please refer to posting information for specific minimum requirements for this classification description.
• 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

Distinguishing Characteristics

Administrative Assistant I: Position requires: a) routine secretarial work to include maintaining calendars, typing of various forms such as PR's, SPO's, and scheduling appointments; b) composing routine correspondence and proofreading and editing correspondence/materials; c) ordering, distributing and maintaining office supplies; d) wordprocessing and spreadsheet duties utilizing personal computer or typewriter; e) utilization of various software packages and office equipment necessary for completion of clerical tasks. Administrative Assistant II: Position requires: a) performing interoffice administrative coordination, routine bookkeeping transactions, internal tracking of documents and travel arrangements including travel vouchers; b) creating and maintaining computer databases; c) using discretion and making administrative judgments based on existing operating guidelines to resolve day to day operating issues; d) gathering and analyzing statistical data in order to create and prepare routine and ad-hoc reports and correspondence; and e) utilization of wordprocessing, spreadsheets and database applications to manipulate and format correspondence/data. Administrative Assistant III: Position requires: a) Financial control and tracking of department budget and expenditures, with knowledge of computerized information systems used in financial and/or accounting applications; b) frequently organizing resources and participating in planning in areas of complex projects, operations and/or events for the department; c) using independent judgment in problem solving of complex operating issues; d) serving as primary administrative and operational liaison with internal and external department/agencies; e) supervising and training support staff; and f) assisting with coordination of human resource activities.

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