Admin Assistant 2

The University of New Mexico•Albuquerque, NM

1d•Hybrid

About The Position

The Center for Teaching and Learning (CTL) is a unified collective of many excellent initiatives that include Student Learning Assistance, Graduate Support, Teaching Support, and Digital Learning. Our department is committed to helping all UNM undergraduate and graduate students achieve success. CTL is recruiting a highly detail-oriented and customer-friendly administrative assistant to provide clerical and administrative support for all departments. The Admin Assistant 2 is responsible for the support of daily administrative activities in a dynamic service unit consisting of 30+ technical and administrative staff across three main operating units. The selected individual will provide administrative support related to purchasing, scheduling, record keeping, communication, outreach and serve as first-level support to ensure department administrative practices align with university, local, state, and federal regulations. We are looking for someone who has strong communication skills and can multi-task in a fast-paced environment with a high degree of professionalism and integrity. This is a full-time, benefits eligible position. Interested candidates should submit a resume and cover letter for consideration. The cover letter should address your relevant experience, interest in administrative work, and professional goals within a higher education environment. Your application will not be considered without a cover letter.

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.

Nice To Haves

Experience with UNM fiscal and purchasing processes and systems.
Experience with Outreach management, preferably in a higher ed setting
Experience with Banner 9, Chrome River, UNMJobs, and LoboMart.
Experience in managing a program, reporting to a Chair of a Department, or equivalent.
Previous administrative experience in a higher education setting.
Experience managing complex programs that require excellent attention to detail and effective organizational and prioritization skills.
Proficient with Microsoft Office specifically Word, Outlook, and Excel.
Previous experience with UNM systems such as UNMJobs, Banner, Chrome River, SharePoint, and APP Tree.
Exceptional interpersonal and communication skills, written and verbal, and the ability to effectively interact with members of faculty, staff, students, and community members.
Experience with Microsoft Office Suite and Microsoft Teams.
Ability to multi-task and prioritize duties.
Demonstrated ability to maintain confidentiality and protect sensitive information.

Responsibilities

Prepare and/or edit routine correspondence, including sending reminder emails to unit Directors and all CTL staff to facilitate organization of group meetings.
Act as a purchasing agent for the unit; departmental P-card holder. This includes both on- and off- campus vendors, Lobomart, websites, etc.
Act as the primary Outreach Coordinator for the department, including scheduling, preparing materials for and attending outreach events across campus.
Manage updates to department website.
Manage various email accounts including responses to general inquiries.
Coordinating routine document processing in both paper-based and digital systems with accuracy.
Maintaining databases to track hospitality and outreach events.
Assists with departments incoming and outgoing mail and the delivery of mail to the appropriate units.
Facilitates monthly office orders via LoboMart and supports other routine purchases and payments.
Prepare meeting agendas and meeting minutes/summaries.
Provides direct support to the Operations Manager in the areas of Budget, Payroll, and Hiring.
Collaborate with department faculty and staff, maintain partner relationships across campus, and promote CTL and its services to the UNM community.
Establishes, maintains, processes, and updates files, records, certificates, and/or other documents.
Orders, stocks, and distributes office supplies.
May instruct and oversee the activities of student employees performing the same type of work.
May serve as Campus Security Authority as outlined by the Clery Act.
Performs miscellaneous job-related duties as assigned.