Controller Administration: Administrative Coordinator

University of New Mexico•Albuquerque, NM

13d•$20 - $27•Onsite

About The Position

The University of New Mexico, Office of the University Controller, also known as Financial Services, located on Main Campus is responsible for all central accounting functions for the University. It is the responsibility of the Controller's Office aka Financial Services to ensure compliance with all financial policies, rules, and regulations adopted by the University or imposed by external agencies, including state and federal audit requirements, following generally accepted accounting practices. Additionally, the Controller's Office oversees the maintenance of the official financial records of the University. Controller Administration is currently on the lookout for an enthusiastic individual eager to dive into the exciting world of supporting UNM’s Financial Services. We are looking for an Administrative Coordinator to serve as the Director of First Impressions in being the individual who initially interacts with all internal and external clientele while providing administrative support for the Controller, Deputy Controller, Strategic Project Director, and Unit Administrator 2. This involves managing calendars for these positions daily, making travel arrangements, answering the main phone line, organizational wide communications providing organizational updates as necessary, greeting internal and external visitors as appropriate while providing access to visitors/guests when entering and/or parking at the business center. Assisting with Controller Administration administrative inquiries and trouble shooting. Responsible for reserving and tracking activities in the Business Center conference room, taking building related calls and communicating building needs as the primary Building Coordinator. Assist with coordination of annual fire drills and other duties as assigned. This individual will assist Financial Services both internal and external with meetings, seminars/workshops and a variety of events that come about and/or are scheduled by the organization. This position will also serve as the primary contact with regards to the LoboTime Time Keeping System. This individual will oversee and maintain files and various documents for the Controller's Office such as building floor plans, Budget Leadership Team meeting minutes/notes, interview notes/responses as needed. HR related duties and responsibilities - serve as notetaker as needed for interview committees, recruitment efforts, hiring requisitions, and gather documents for Financial Services new hires. HR processes to include ePAF's, labor redistributions, plan and attendance of recruitment fairs initiated by the Controller's Office. Scheduling interviews in person and via video for Financial Services hiring managers/search committees. If you thrive in a team environment, love learning new skills, and are ready to contribute to the meaningful initiatives UNM has to offer, we invite you to apply.

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

Experience working in an executive level front office
Experience supporting executive personnel to include scheduling, answering phones (airphone included), greeting clients both internal and external
Experience providing excellent customer service
Experience attending meetings and taking minutes at high level executive meetings
Experience being flexible and adaptable to sudden change
Experience with UNM systems
Experience applying university fiscal and HR guidelines, policies and procedures
Experience processing purchasing and procurement transactions (PCard holder)
Proficiency with Microsoft Word, Outlook, PowerPoint, and MS Teams
Experience managing multiple deadlines simultaneously
Demonstrated attention to detail and accuracy
Experience maintaining confidential and sensitive information
Strong written and verbal communication skills
Demonstrated problem-solving and decision-making abilities
Experience with UNM fiscal, purchasing, travel, and reimbursement processes and policies

Responsibilities

Manage calendars for the Controller, Deputy Controller, Strategic Project Director, and Unit Administrator 2 daily.
Make travel arrangements.
Answer the main phone line.
Provide organizational wide communications and updates.
Greet internal and external visitors and provide access.
Assist with administrative inquiries and troubleshooting for Controller Administration.
Reserve and track activities in the Business Center conference room.
Act as the primary Building Coordinator, taking building-related calls and communicating building needs.
Assist with the coordination of annual fire drills.
Assist Financial Services with meetings, seminars/workshops, and events.
Serve as the primary contact for the LoboTime Time Keeping System.
Oversee and maintain files and various documents for the Controller's Office.
Serve as a notetaker for interview committees, recruitment efforts, and hiring requisitions.
Gather documents for Financial Services new hires.
Process HR-related tasks including ePAF's and labor redistributions.
Plan and attend recruitment fairs initiated by the Controller's Office.
Schedule interviews in person and via video for Financial Services hiring managers/search committees.