QNM-I Admin Assistant 3

The University of New Mexico•Albuquerque, NM

13d•Onsite

About The Position

The University of New Mexico is seeking a highly motivated, dynamic, detail-oriented, and organized individual to join the Quantum New Mexico Institute (QNM-I) team as an Administrative Assistant 3 to support the category 3 center. This position will report directly to the QNM-I Program Manager. The Quantum New Mexico Institute, one of UNM's Category III research centers, advances quantum information science and technology through collaborative research, education, and workforce development. By uniting academia, national laboratories, industry, and government, the Institute accelerates innovation, strengthens the quantum workforce, and drives economic and societal impact—establishing New Mexico as a global leader in quantum information science and technology. The University of New Mexico's Category III research centers and institutes focus on interdisciplinary research that extends beyond the traditional boundaries of a single discipline, department, or college. UNM has 11 Category III research centers and institutes, which have elevated the University's interdisciplinary research landscape by exploring new questions to create new knowledge; developing cutting-edge technologies; collaborating with industry and community partners; providing unique opportunities to students at all levels; and changing the world around us. The selected candidate will coordinate, oversee, and/or perform a wide variety of administrative, secretarial, fiscal, staff support, and planning activities, some of which require advanced or specialized knowledge and skills, such as budget administration and control, equipment, facilities, and inventory management, specialized recordkeeping and database management, and/or specified information-gathering projects and tasks. Coordinates and facilitates meetings, program functions, and/or special events, as appropriate. Trains and oversees lower graded staff and/or students. May coordinate specified administrative activities and reporting across multiple organizational units within a department. Additionally, they will plan and coordinate the day-to-day administrative and operational activities of QNM-I programs and initiatives. This is a term, full-time, benefits eligible position with funding available for one year from hire. Continuance beyond that date is subject to the availability of additional funding. This position may require limited travel within New Mexico.

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

Bachelors Degree
Experience working in a University Setting
Familiar with University record keeping systems
Familiar with timekeeping systems and/or experience with time entry
Familiar with P-Card, or other university purchasing systems.
Familiar with Chrome River, or other university reconciliation systems.
Previous experience supervising staff/students
Experience with coordinating meetings across different organizations/units
Experience with fiscal systems (including PHAREDS) and/or a background in fiscal management

Responsibilities

Oversees and/or performs a range of diverse administrative activities for QNM-I; serves as a central point of liaison with other departments and external constituencies in the resolution of a variety of day-to-day matters concerning the unit.
Utilizes knowledge and understanding of underlying operational issues to create, compose, and edit technical and/or administrative correspondence and documentation.
Assists in administrative problem solving, program/project planning, development, and execution of stated goals and objectives.
Research information, compiles statistics, and gathers and computes various data; prepares special and/or one-time reports, summaries, or replies to inquiries, selecting relevant data from a variety of sources.
Monitors, reconciles, and assists with fiscal administration for QNM-I, including but not limited to budgets, funding, grants, contracts, payroll, employment, travel, and/or purchasing; may assist with fiscal planning, including participating in seeking alternate sources of funding.
Provides and/or oversees support activities for QNM-I such as answering telephones, assisting and resolving problems and inquiries of visitors, review and control of incoming and outgoing correspondence, and follow-up on operational commitments.
Provides administrative assistance with faculty and/or staff searches, as appropriate, to include logging employment applications; preparing applicant acknowledgements and interview documents, coordinating interview logistics, and coordinating search documentation.
Schedules appointments and maintains calendars; schedules, coordinates and facilitates meetings, facilities usage, events, and/or travel arrangements, as required.
Establishes, updates, and maintains QNM-I’s files, inventories, and records; implements and maintains data management systems, as required.
Leads and guides the work of lower level staff, and supervises student employees as appropriate; may participate in hiring decisions and performance appraisal.
May serve as Campus Security Authority as outlined by the Clery Act.
Performs miscellaneous job-related duties as assigned.