Summary

Coordinates, oversees, and/or performs a wide variety of administrative, secretarial, and program support activities on behalf of an Associate Vice President, Associate Provost, Deputy Provost, and/or comparable senior officer of the University. Serves as primary point of operational and administrative contact for internal and external constituencies, often on complex and confidential issues. Coordinates the provision of office and staff support services to the office, and oversees and/or participates in the coordination, supervision, and completion of special projects and/or events. May serve on a variety of committees in a support capacity.

Duties and Responsibilities

1. Provides confidential secretarial and administrative support for the principal executive or executives, to include managing the schedule/calendar, making travel arrangements, screening and handling telephone communications, greeting and directing visitors, and dealing with administrative problems and inquiries as appropriate.
2. Serves as a primary point of direct administrative contact and liaison with other offices, individuals, and external institutions and agencies on a range of specified issues; organizes and facilitates meetings, conferences, and other special events, as required.
3. Gathers, enters, and/or updates data to maintain departmental records and databases, as appropriate; establishes and maintains files and records for the office.
4. Monitors and coordinates accounting activities as appropriate, and prepares internal reports for management; participates in budget planning and management, as required.
5. Assists with project development and planning to ensure more efficient service and organization of the office.
6. Composes and prepares written documentation and correspondence for the office; screens and evaluates incoming and outgoing correspondence and prepares responses as appropriate.
7. Assists in the coordination, supervision, and completion of special projects as appropriate.
8. Coordinates and oversees the day-to-day management of supplies, equipment, and facilities for the organization, as appropriate, to include maintenance, inventory management, logistics, security, and related activities.
9. May supervise personnel which may include recommendations for hiring, performance evaluation, training, work allocation, and problem resolution.
10. Enhances professional growth and development through participation in educational programs, current literature, in-service meetings, and workshops.
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 5 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

• Knowledge of supplies, equipment, and/or services ordering and inventory control.
• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
• Knowledge of current and emerging trends in technologies, techniques, issues, and approaches in area of expertise.
• Records maintenance skills.
• Information research skills.
• Database management skills.
• Ability to analyze and interpret financial data and prepare financial reports, statements and/or projections.
• Word processing and/or data entry skills.
• Knowledge of office management principles and procedures.
• Ability to create, compose, and edit written materials.
• Ability to make administrative and procedural decisions and judgments on sensitive, confidential issues.
• Knowledge of finance, accounting, budgeting, and cost control procedures.
• Organizing and coordinating skills.
• Ability to supervise and train assigned staff including organizing, prioritizing, and scheduling work assignments.

Distinguishing Characteristics

Position requires: a) provision of confidential secretarial and administrative support for the principal executive or executives, to include managing the schedule/calendar, making travel arrangements, screening and handling telephone communications, and dealing directly with administrative problems and inquiries; b) acting as a primary point of direct administrative contact, coordination, and liaison with other offices, individuals, and external institutions and agencies on a range of complex operational and administrative issues; c) monitoring and coordination of accounting activities, preparation of internal reports for management, and participation in the administrative aspects of budget planning and management; d) assisting with project development and planning to ensure more efficient service and organization of the office.

Conditions of Employment

• Employees who provide services or work in patient care or clinical areas are required to be in compliance with the University's influenza vaccination requirement.

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: 08/15/2020