Position Classification Description

Position Class Code / Title: A7113 / Dept Administrator R1
Recruitment Tier: Tier 1
FLSA: Exempt
Grade: 13
HR Review/Approval:RVIEW

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.


Oversees and administers programs, strategies, and initiatives designed to develop, enhance, and support the missions of a standard complex, Research Intensive* academic department of the University, as measured by annual revenue and number of faculty and staff. Oversees all internal and external business activities, accounting and finance, grant administration, and human resources. Coordinates the administrative activities of the post-award contracts and grants functions of all units within the department. Manages and coordinates facility and resource management, information services, and general department administration. Participates with the Chair and senior departmental faculty in strategic and operational decision making as a member of the department's leadership team. *Having or requiring a relatively large expenditure on research and development in comparison to capital and labor. Research programs, including all grants and contracts is $3 million or more.

Duties and Responsibilities

  1. 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.
  2. Oversees and coordinates the fiscal activity of the department, to include participation in development and management of operating budgets, contracts and/or grants administration, inventory management, payroll administration, travel, purchasing, and/or distributions; reviews and reconciles monthly ledgers and reports for unit accounts, and assists with departmental fiscal planning.
  3. Guides and facilitates faculty and staff in the development and preparation of research proposals, contracts, sub-contracts, and agreements, to include budgets, documentation, and interpretation of funding requirements.
  4. Formulates processes and procedures for post-award administration and contract compliance.
  5. 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.
  6. Participates directly in formulation of department policies, ensuring that the fiscal and personnel practices are in compliance with university regulations, policies, and appropriate laws; interprets university and department policies, and advises faculty, staff, postdoctoral fellows, and students on their provisions.
  7. Assists with departmental personnel planning; assists in the coordination of faculty, staff, and post doctorate recruitment and makes recommendations; has signatory authority for various personnel transactions; oversees and/or processes employment documents, and provides information on administrative procedures and requirements to prospective faculty, staff, post doctoral fellows, and students; may coordinate the processing of faculty, teaching assistant, and graduate assistant contracts, and/or hiring of additional part-time instructors to meet student enrollment demands.
  8. Coordinates special department activities, including conferences, workshops, graduation, and other similar functions.
  9. May provide administrative support and direction to the instructional, research, and service programs of the department including those at satellite locations.
  10. May coordinate environmental health and safety programs for the department; may oversee building maintenance, space assignments, vehicle fleet operations, security, and other related matters.
  11. May serve on various policy-making committees.
  12. May assist with the administrative components of the graduate and undergraduate student selection and admission process, including routine student advisement, review of transcripts, and problem resolution related to curriculum and course prerequisites.
  13. May coordinate activities for ordering textbooks, including desk copies, and developing the schedule of courses, classrooms, and laboratories.
  14. May serve as Campus Security Authority as outlined by the Clery Act.
  15. 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 gather data, compile information, and prepare reports.
  • Ability to make administrative/procedural decisions and judgments.
  • Ability to coordinate and organize meetings and/or special events.
  • Knowledge of university accounting procedures involving procurement, travel, and/or employment.
  • Ability to perform complex tasks and to prioritize multiple projects.
  • Skill in budget preparation and fiscal management.
  • Knowledge of human resources concepts, practices, policies, and procedures.
  • 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.
  • Proposal and grant writing skills.
  • Ability to prepare research reports and proposals.
  • Knowledge of federal, state and/or community funding sources and mechanisms.
  • Ability to plan, organize, implement, evaluate, and modify administrative support needs.
  • Ability to provide technical advice and information to faculty and staff in area of expertise.
  • Comprehensive knowledge and understanding of research pre- and post-award procedures and requirements.

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