Summary

Oversees and administers programs, strategies, and initiatives designed to develop, enhance, and support the various day-to-day activities of a typically sized University institute or programmatic services entity consisting of multiple programs/contracts and/or a broad, diverse organizational staffing pattern. Oversees fiscal, budgetary, and contract/grant management, develops and administers operating procedures and processes, and oversees human resources management for the organization Manages or coordinates facility and resource management, information services, and general department administration. Participates with the Unit Principal and internal management in strategic and operational decision making as a member of the unit's leadership team. May supervise or provide functional leadership to a team of subordinate support staff engaged in various administrative activities.

Duties and Responsibilities

1. Oversees and coordinates the fiscal activities of the organization, to include participation in the planning and administration of operating budgets, contracts, and/or grants; participates in the overall fiscal planning for the organization.
2. Manages daily administrative operations of the organization; provides direct supervision to subordinate employees including planning, assigning, and organizing work; interviews, hires, and trains support personnel.
3. Assists in and provides input to determining strategic objectives for the organization, including research, trend analysis, and compilation and preparation of statistical, regular, and ad hoc reports; assists with program/project development.
4. Participates in the formulation of organizational policies and operations; ensures that fiscal, administrative, and human resources practices are in compliance with university regulations; interprets university and department policies and advises staff and student on their provisions.regulations, and policies.
5. Oversees and coordinates the employment and hiring process for full-time and part-time staff, enforcing AA/EEO policies and procedures for the organization; may participate in staff searches; directs completion of forms and associated hiring paperwork.
6. Represents the unit principal at various policy-making and/or operating committees; may deputize for the principal on administrative issues as appropriate.
7. Serves as primary liaison and coordinator between the entity and other internal and external constituencies on strategic administrative and operational issues.
8. Oversees inventory management, records maintenance, payroll administration and travel; administers building security, safety procedures to the operating environment and coordinates space assignments for the unit.
9. Supervises and trains clerical and support staff and/or interns in performance of programmatic and administrative activities.
10. Manages and updates confidential files and records, ensuring that ethical and legal guidelines are maintained.
11. May perform specialized activities of a programmatic nature in direct support of the accomplishment of program objectives and protocol.
12. May serve as Campus Security Authority as outlined by the Clery Act.
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 2 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

• Knowledge of supplies, equipment, and/or services ordering and inventory control.
• Ability to gather data, compile information, and prepare reports.
• Ability to make administrative/procedural decisions and judgments.
• Knowledge of contracts and grants preparation and management.
• 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 project management principles, practices, techniques, and tools.
• 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.
• Records maintenance skills.
• Ability to lead and train staff and/or students.
• Knowledge of finance, accounting, budgeting, and cost control procedures.
• Knowledge of federal, state and university EEO/AA/Diversity laws, guidelines and procedures.
• Skill in the configuration and use of computerized database programs.
• Ability to assess operational requirements and to plan and organize work flow patterns and schedules.
• Knowledge of research administration and fiscal control principles and procedures.
• Knowledge of office management principles and procedures.

Distinguishing Characteristics

Position requires: a) oversight and coordination of the fiscal activities of the entity, including participation in the development and administration of operating budgets and fiscal plans; b) provision of assistance and input into the determination of strategic objectives through research, trend analysis, and compilation and preparation of statistical, regular, and ad hoc reports; c) assistance with program development for the unit; d) participation in the formulation of organizational policies, systems, and procedures; e) development and administration of processes to ensure that fiscal, administrative, and human resources practices are in keeping with appropriate laws, regulations, and university policies.

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: 04/24/2023