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 facilitates and coordinates the logistical and operational support for a diverse range of campus-wide events, student activities, special programs, key institutional projects, and the Sign Shop. Participates in the development, implementation, and evaluation of strategic plans and operational procedures to ensure alignment with institutional goals and objectives. Manages the administrative functions of event planning, coordination, financial oversight, and resource allocation.
Duties and Responsibilities
Oversees the logistical coordination of high-profile campus events, including planning and execution, to ensure alignment with university goals and seamless integration of all event components.
Manages skilled labor and technical support for large-scale events. Coordinates contractors, tradesmen, and inspectors to meet safety, structural, and technical requirements while fostering strong working relationships.
Serves as the primary liaison with Facilities Management (FM). Coordinates communications and ensures facilities meet event needs, while providing timely updates to stakeholders.
Represents the organization to internal and external stakeholders. Ensures consistent communication with departments, vendors, and external partners to uphold event standards and institutional values.
Oversees invoicing and budget management for events. Ensures accurate billing, tracks expenditures, resolves discrepancies, and maintains a transparent financial process for smooth event execution.
Coordinates event site preparation and equipment readiness, ensuring compliance with university policies, regulations, and specific site requirements for successful event execution.
Fosters collaborative relationships with campus leadership, including Deans, Directors, and Executive Staff, to ensure all event needs are addressed and client satisfaction is maintained.
Oversees the Supervision of personnel, which includes work allocation, training, promotion, enforcement of internal procedures and controls, and problem resolution; evaluates performance and makes recommendations for personnel actions; motivates employees to achieve peak productivity and performance.
Addresses and resolves customer service inquiries, and requests and Organizes workload to ensure deadlines are met; schedules work assignments in order of priority and date received.
Manages administrative functions and provides staff training, oversees operational tasks and delivers technical and customer service training to department employees.
Monitors and ensures adherence to policies, budgets, and vendor contracts, participating in budget management. Approves invoices and ensures compliance with university and departmental regulations.
Provides strategic oversight and coordination for campus signage related to events and institutional initiatives, working collaboratively with the Sign Shop Supervisor to ensure consistency, compliance, and quality.
Performs miscellaneous job-related duties as assigned.
Minimum Job Requirements
High school diploma or GED; at least 10 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
Skill in the use of computers, preferably in a PC, Windows-based operating environment.
Knowledge of planning and scheduling techniques.
Ability to resolve customer complaints and concerns.
Records maintenance skills.
Skill in budget preparation and fiscal management.
Ability to communicate effectively, both orally and in writing.
Knowledge of customer service standards and procedures.
Skill in examining and re-engineering operations and procedures, formulating policy, and developing and implementing new strategies and procedures.
Skill in organizing resources and establishing priorities.
Ability to develop, plan, and implement short- and long-range goals.
Ability to analyze budgetary expenditures for compliance with approved budget.
Knowledge of organizational structure, workflow, and operating procedures.
Ability to supervise and train employees, to include organizing, prioritizing, and scheduling work assignments.
Ability to work both independently and in a team environment.
Ability to foster a cooperative work environment.
Strong interpersonal skills and the ability to work effectively with a wide range of constituencies in a diverse community.
Ability to perform complex tasks and to prioritize multiple projects.
Knowledge of accounts payable procedures and practices.
Conditions of Employment
Possession of a valid New Mexico driver's license is a requirement for this job.
Must pass a pre-employment criminal background check.
Working Conditions and Physical Effort
May require considerable physical activity, to include heavy lifting, pushing, and/or pulling of objects up to 50 pounds. Physical work may be a primary part (more than 70%) of the job.
No or very limited exposure to physical risk.
Work may involve moderate exposure to unusual elements, such as extreme temperatures, dirt, dust, fumes, smoke, unpleasant odors, and/or loud noises.
The University of New Mexico provides all training required by OSHA to ensure employee safety.
