Admin Assistant 2

University of New Mexico•Albuquerque, NM

1d•$18 - $22•Hybrid

About The Position

The Center for Teaching and Learning (CTL) is a unified collective of many excellent initiatives that includes the Student Learning Assistance, Graduate Support, Teaching Support, and Digital Learning. Our department is committed to helping all UNM students – both 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 coordination 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, 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 experience and career goals as an administrator/manager/leader in the university setting. 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 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

Assists CTL Sr Business Manager with fiscal activities of the organization. This includes supporting the program directors and supervisors with budget analysis and management, processing transfers, allocations, and labor redistributions.
Assists the Data Manager with SharePoint, TutorTrac and other software pertinent to the organization.
Manages CTL daily operations and inventory.
Manages CTL payroll for both staff and students. This will include updating policies/procedures, employee training, projection reports, and time entry.
Manages CTL hiring/HR paperwork for both staff and students. This will include posting positions, collecting application material, submitting all personnel paperwork, employee training, maintaining deadlines, and assisting with advertising.
Acts as the main purchaser for the department that includes both on- and off-campus vendors via PCard, Lobomart, websites, etc.
Prepare and/or edit routine correspondence, including sending reminder emails to unit Directors and all CTL staff to facilitate organization of group meetings.
Purchasing agent for the unit; departmental P-card holder.
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.
Prepare meeting agendas and meeting minutes/summaries.
Establishes, maintains, processes, and updates of files, records, certificates, and/or other documents.
Performs basic, routine bookkeeping functions, which may involve simple billing and cash receipt activities.
May serve as Campus Security Authority as outlined by the Clery Act.
Performs miscellaneous job-related duties as assigned.