Administrative Assistant to the Executive Directors for Student Support and Student Resources

University of New Mexico • Albuquerque, NM

5d • $23 - $27 • Onsite

About The Position

The Division of Student Affairs (DSA) at The University of New Mexico seeks a highly skilled and proactive Administrative Assistant to join the Office of the Executive Directors for Student Support and Student Resources. DSA is home to units and services dedicated to advancing the quality, cohesiveness, and cultural relevancy of the student experience at UNM and beyond.
The Administrative Assistant will provide direct administrative and strategic assistance to the Executive Directors for Student Support and Student Resources and requires a proactive, highly organized individual to advance the division’s commitment to provide an innovative, equitable, and culturally responsible student experience grounded in a sense of place and tradition. This position is intended to build administrative capacity for the Executive Directors’ work in co-chairing the DSA Professional Development Committee and providing operational efficiencies in areas including, but not limited to: purchasing and inventory activity, human resources transactions, fiscal and budget operations, and other tasks contributing to the Student Support and Student Resource units in a shared services model.
The individual selected for this position will:
Provide administrative assistance and support to the Executive Directors for Student Support and Student Resources and manage daily administrative operations and day-to-day activities of the Executive Leadership suite.
Serve as a primary point of administrative contact and liaison with DSA Student Support and Student Resources units for operational tasks, organizing and scheduling meetings, and other special events, workshops, training, and programming logistics.
Provide administrative oversight & coordination for fiscal planning, review and reconciliation of monthly ledgers, budget evaluation, and account reporting for units under the purview of the Executive Directors for Student Support and Student Resources.
Oversee and coordinate contract and/or grants administration, inventory and/or equipment management, purchasing processes, and vendor contracts.
Assist in the development of unit/programmatic strategic planning, trend analysis, special reports, program development, and unit-level policies and operations.
Coordinate the collection, maintenance, and analysis of program activity data; and develop, write, and present comprehensive statistical and narrative program reports and evaluations.
Organize and assist in areas of complex projects, operations, and/or events.
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 experience scheduling and coordinating meetings, programs, activities, and calendars for multiple staff utilizing Microsoft Outlook & Teams platforms.
• Knowledge and experience utilizing Banner, MyReports, and UNMJobs functions.
• Demonstrated knowledge of fiscal management and PCard reconciliation protocols, human resources, project development, and strict protection of confidential records.
• Experience developing reports, spreadsheets, and databases; and maintaining program/project records and statistical information utilizing Excel, Smartsheet, Access, MyReports and Banner.
• Experience drafting and creating basic design sets and copy for print publications/digital and web-based communications, and social media platforms utilizing Adobe Creative applications: Illustrator, lnDesign, Adobe Express, and Photoshop.
• Teamwork experience and/or functioning effectively in a collaborative work-setting, multi-tasking and creative problem-solving in a high-traffic customer service environment.
• Effective communicator – both orally and in writing – and interacting with university departments, staff, students, higher education organizations and programs, and members of the general public.
• Strong interactions and collaboration with a wide range of individuals representing diverse communities, ages, and cultures, and education levels.

Responsibilities

• Provide administrative assistance and support to the Executive Directors for Student Support and Student Resources and manage daily administrative operations and day-to-day activities of the Executive Leadership suite.
• Serve as a primary point of administrative contact and liaison with DSA Student Support and Student Resources units for operational tasks, organizing and scheduling meetings, and other special events, workshops, training, and programming logistics.
• Provide administrative oversight & coordination for fiscal planning, review and reconciliation of monthly ledgers, budget evaluation, and account reporting for units under the purview of the Executive Directors for Student Support and Student Resources.
• Oversee and coordinate contract and/or grants administration, inventory and/or equipment management, purchasing processes, and vendor contracts.
• Assist in the development of unit/programmatic strategic planning, trend analysis, special reports, program development, and unit-level policies and operations.
• Coordinate the collection, maintenance, and analysis of program activity data; and develop, write, and present comprehensive statistical and narrative program reports and evaluations.
• Organize and assist in areas of complex projects, operations, and/or events.

Benefits

• This is a benefits eligible position. The University of New Mexico provides a comprehensive package of benefits including medical, dental, vision, and life insurance.
• In addition, UNM offers educational benefits through the tuition remission and dependent education programs.
• As a condition of employment, eligible employees working greater than .25 FTE as determined by the New Mexico Education Retirement Act must make mandatory retirement contributions.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED