Admin Assistant 2

University of New Mexico•Albuquerque, NM

5d•$18 - $22•Onsite

About The Position

Performs a variety of administrative and staff support duties for UNM's Environmental Health and Safety (EHS) department, which require a range of skills and a knowledge of organizational policies and procedures. Assists and directs visitors, and resolves administrative problems and inquiries; composes, edits, and proofreads correspondence and reports, and prepares a range of administrative documents in support of EHS operations.

Requirements

High school diploma or GED; at least 3 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 of supplies, equipment, and/or services ordering and inventory control.
Ability to communicate effectively, both orally and in writing.
Ability to gather data, compile information, and prepare reports.
Records maintenance skills.
Ability to gather and analyze statistical data and generate reports.
Ability to maintain calendars and schedule appointments.
Database management skills.
Ability to analyze and solve problems.
Ability to lead and train staff and/or students.
Ability to make administrative/procedural decisions and judgments.
Word processing and/or data entry skills.
Ability to create, compose, and edit written materials.
Organizing and coordinating skills.
Knowledge of general accounting principles.
Ability to record and transcribe meeting minutes.
Receptionist skills.

Nice To Haves

Experience with Banner or similar financial/accounting software, including journal vouchers, budget reconciliation, and account/index code management
Familiarity with incident reporting and documentation processes
Experience providing administrative support in an environmental health, safety, or regulatory compliance setting
Strong written communication skills, with experience drafting correspondence, reports, and internal documentation
Ability to manage multiple scheduling needs, including coordinating rotations, meetings, or events across departments
Experience working with spreadsheet software (e.g., Excel) for data tracking and reporting
Ability to work independently and exercise sound judgment when resolving day-to-day administrative issues

Responsibilities

Serves as the department's front desk receptionist and first point of contact, greeting and directing visitors, answering telephones, and resolving or referring a range of administrative problems and inquiries.
Coordinates and performs a range of staff and/or operational support activities for EHS, working closely with the Unit Administrator and Director; serves as a liaison with other departments and operating units in the resolution of day-to-day administrative and operational problems.
Operates personal computer to compose and edit correspondence, incident reports, and memoranda from dictation, verbal direction, or from knowledge of established department policies; may prepare, transcribe, compose, type, edit, and distribute agendas and/or minutes of meetings.
Schedules and coordinates meetings, events, interviews, appointments, and/or other similar activities for the Director and other supervisors, which may include coordinating travel and lodging arrangements.
Prepares or assists with the preparation of scheduled and/or ad hoc statistical and narrative reports, including incident reports, and performs basic information gathering and analysis as specifically directed.
Assists the Unit Administrator, Director, and unit staff in problem solving, project planning, and development and execution of stated goals and objectives.
Posts, balances, monitors, and reconciles internal department monthly ledgers, budgets, and financial reporting system reports (Banner), including journal vouchers, index/account code management, and fiscal year rollover processes; may prepare drafts of budget planning documents; may serve as department bookholder and/or paymaster; may manage petty cash disbursements and reconciliations.
Establishes, maintains, and updates files, databases, records, and/or other documents; develops and maintains data, and performs routine analyses and calculations in the processing of data for recurring internal reports.
Sorts, screens, reviews, and distributes incoming and outgoing mail; composes, prepares, or ensures timely responses to a variety of routine written inquiries.
Requisitions supplies, printing, maintenance, and other services.
Leads and trains lower graded staff and/or student employees, as required.
May serve as Campus Security Authority as outlined by the Clery Act.
Performs miscellaneous job-related duties as assigned.