Summary

Oversees and administers programs, strategies, and initiatives designed to develop, enhance, and support the various day-to-day activities of a large, multi-faceted, centralized University service or operating entity. Oversees all internal and external business activities, accounting and finance and/or contract/grant administration, and human resources. Manages and 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. Typically manages or provides leadership to a diverse team of subordinate staff engaged in programmatic, operational, and administrative activities.

Duties and Responsibilities

1. Manages fiscal affairs of the unit 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 prepare proposals for funding of equipment, remodeling, or other needs of the unit.
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 unit's equipment and facilities; supervises the execution of recordkeeping systems.
4. Directs and coordinates administrative and/or research functions and enforces university policy for the unit in coordination with all associated university departments.
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. Acts in the absence of the director/supervisor on operational and administrative matters; reviews, interprets, recommends, and/or implements unit policies; identifies and resolves issues regarding administrative and fiscal matters; develops systems to monitor deadlines; regularly evaluates unit administrative systems and services.
7. Researches, reports, analyzes, compiles, and/or completes information for surveys and accreditation such as fiscal data, operational expenses, and/or salaries; directs the information gathering for the unit; manages the use of computerized information systems within the unit.
8. Serves on various unit, college/school, department, and/or university policy-making committees; participates directly in the formulation of unit policy ensuring that the fiscal and personnel practices are in compliance with university regulations, policies, and appropriate laws.
9. Coordinates special functions and public relations for the unit; may supervise the design and production of program publications.
10. Administers building security and safety procedures as appropriate to the operating environment; coordinates remodeling activities as appropriate among administrators, staff, physical plant, and facilities planning; develops procedures to control and assign building and/or office space and equipment.
11. May serve as Campus Security Authority as outlined by the Clery Act.
12. 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

• Ability to develop and maintain recordkeeping systems and procedures.
• Knowledge of supplies, equipment, and/or services ordering and inventory control.
• Ability to process computer data and to format and generate reports.
• Knowledge of human resources concepts, practices, policies, and procedures.
• Knowledge of space allocation practices and principles.
• Ability to analyze and interpret financial data and prepare financial reports, statements and/or projections.
• Ability to plan, develop, and coordinate multiple projects.
• Ability to supervise and train assigned staff.
• Skill in examining and re-engineering operations and procedures, formulating policy, and developing and implementing new strategies and procedures.
• Knowledge of business practices and procedures.
• Ability to read, understand, follow, and enforce safety procedures.
• Ability to coordinate and organize meetings and/or special events.
• Organizing and coordinating skills.
• Knowledge of computerized information systems used in financial and/or accounting applications.
• Skill in utilizing building security and lock systems and procedures.
• Ability to supervise and train employees, to include organizing, prioritizing, and scheduling work assignments.
• Knowledge of compensation administration principles and procedures.
• Ability to foster a cooperative work environment.
• Knowledge of finance, accounting, budgeting, and cost control procedures.
• Knowledge of federal, state and university EEO/AA/Diversity laws, guidelines and procedures.
• Knowledge and understanding of institutional policies and procedures and the regulatory environment within which they operate.
• Knowledge of public relations principles and practices.

Distinguishing Characteristics

Position requires: a) serving in the capacity of principal administrative officer for a centralized, integrated operating component of the university; b) planning, organizing, and managing key programmatic operations, as well as all administrative operations of the component, to include development and implementation of systems and standards; c) direct participation in the development of strategic new projects/programs; d) human resources management, including approval of hiring decisions and salary levels within the unit; e) participating on broadly based policy committees and in the formulation of fundamental unit policy; f) full management or leadership of programmatic and/or administrative staff.

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