Admin Assistant 3

University of New Mexico•Albuquerque, NM

1d•$18 - $23•Onsite

About The Position

The Department of Emergency Medicine is seeking a motivated, energetic, and customer-service–oriented professional to serve as an Administrative Assistant III for the EMS Academy, a fast-paced and dynamic EMS education environment. Applicants should review preferred qualifications carefully and address them thoroughly in their application materials. This position provides comprehensive administrative and operational support to the EMS Academy, with a primary focus on coordination, fiscal support, and program operations. The Administrative Assistant III serves as a key administrative liaison with internal UNM departments and external agencies. This role requires strong verbal and written communication skills and the ability to make sound administrative and procedural decisions while supporting daily operational needs. A significant portion of this role involves fiscal and administrative support. Responsibilities include monitoring and reconciling accounts, supporting accounts receivable processes (including non-student AR and deposits), assisting with purchasing activities, and preparing financial and operational reports. The position also participates in the processing of Temporary Part-Time Faculty (TPTF) EPAFs and contracts. The role also contributes to administrative project planning and execution of Academy goals, including workforce expansion initiatives, and supports reporting needs by gathering and analyzing data. Additional responsibilities include maintaining calendars; coordinating meetings, events, travel, and facility usage; and establishing and maintaining records, files, and databases. The position performs routine data analysis to support recurring reports and operational tracking. This role also provides front-line administrative support as needed, including answering phones, assisting visitors, and serving as backup coverage for the front desk. This employee is expected to resolve or appropriately refer routine administrative inquiries and ensure timely follow-up on operational commitments. See the Position Description for additional information.

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

Nice To Haves

Demonstrated ability to communicate effectively, both orally and in writing
Exhibited ability to make sound and effective administrative and procedural decisions and judgments
Proven skill in organizing resources and establishing priorities
Understanding of accounting principles and aptitude in appropriately utilizing a Purchasing Card, managing accounts payable and accounts receivable, and in monitoring, reconciling, and assisting with fiscal administration; including gathering data, compiling information, preparing financial reports and summaries, and analyzing statistical data
Exhibited knowledge of UNM processes and policies
Demonstrated expertise in utilizing Microsoft Office suite Word, Excel, and Powerpoint applications and practical experience, capability and enthusiasm to work with SmartSheets
Flexibility and skill in working with frequent interruptions and distractions in a fast-paced environment, including ability to prioritize, handle multiple tasks, and meet critical deadlines
A demonstrated commitment to cultivate an understanding of the rich and varied cultures of New Mexico and to the success of the university's mission to serve local and global communities

Responsibilities

Provide comprehensive administrative and operational support to the EMS Academy, with a primary focus on coordination, fiscal support, and program operations.
Serve as a key administrative liaison with internal UNM departments and external agencies.
Monitor and reconcile accounts.
Support accounts receivable processes (including non-student AR and deposits).
Assist with purchasing activities.
Prepare financial and operational reports.
Participate in the processing of Temporary Part-Time Faculty (TPTF) EPAFs and contracts.
Contribute to administrative project planning and execution of Academy goals, including workforce expansion initiatives.
Support reporting needs by gathering and analyzing data.
Maintain calendars.
Coordinate meetings, events, travel, and facility usage.
Establish and maintain records, files, and databases.
Perform routine data analysis to support recurring reports and operational tracking.
Provide front-line administrative support as needed, including answering phones, assisting visitors, and serving as backup coverage for the front desk.
Resolve or appropriately refer routine administrative inquiries.
Ensure timely follow-up on operational commitments.