Administrative Coordinator

University of New Mexico•Albuquerque, NM

13d•$20 - $25•Onsite

About The Position

The Department of Art is one of four academic departments within the University of New Mexico's College of Fine Arts. The department offers programs in Studio Art, Art History, and Art Education and is supported by a collaborative team of 10 professional staff members. We are committed to fostering a welcoming, inclusive, and team-oriented workplace where staff are dedicated to supporting one another, creating a positive work environment, and providing exceptional service to our students, faculty, and visitors. The Administrative Coordinator provides comprehensive administrative and operational support for the Art Department and serves as a primary point of contact for faculty, staff, students, visitors, and external partners. The position coordinates day-to-day departmental operations, manages calendars and scheduling, organizes meetings and special events, responds to inquiries, and composes and prepares correspondence and other administrative documents. The incumbent maintains confidential records, departmental files, databases, and reports while ensuring the accuracy and integrity of departmental information. The Administrative Coordinator oversees a variety of operational functions, including office supply and equipment management, inventory and surplus, mail and shipping services, office equipment checkout, and departmental facilities coordination. The position serves as the department's Building Coordinator, assists with facilities logistics, coordinates student locker assignments, maintains departmental rosters, manages the departmental email account, prepares undergraduate welcome communications and donor acknowledgment letters, and supports special projects and initiatives as assigned. This position exercises independent judgment, prioritizes multiple competing responsibilities, and collaborates with campus partners to ensure the efficient operation of a large, complex academic department.

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 providing administrative coordination and operational support in a higher education or complex organizational environment.
Knowledge of UNM policies, procedures, systems, and resources, or experience working with similar institutional processes.
Experience with facilities coordination, including work orders, maintenance requests, and collaboration with facilities partners.
Knowledge of UNM’s building management system (FAMIS) or similar facilities/work order systems.
Experience with inventory management, asset tracking, equipment checkout, and surplus processes.
Experience managing office operations, including purchasing, supplies, records management, and administrative systems.
Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and Teams.
Strong organizational, communication, and problem-solving skills with the ability to manage multiple priorities independently.
Experience working in an academic, arts, or creative environment.

Responsibilities

Provides comprehensive administrative and operational support for the Art Department.
Serves as a primary point of contact for faculty, staff, students, visitors, and external partners.
Coordinates day-to-day departmental operations.
Manages calendars and scheduling.
Organizes meetings and special events.
Responds to inquiries.
Composes and prepares correspondence and other administrative documents.
Maintains confidential records, departmental files, databases, and reports.
Oversees office supply and equipment management.
Manages inventory and surplus.
Handles mail and shipping services.
Manages office equipment checkout.
Coordinates departmental facilities.
Serves as the department's Building Coordinator.
Assists with facilities logistics.
Coordinates student locker assignments.
Maintains departmental rosters.
Manages the departmental email account.
Prepares undergraduate welcome communications and donor acknowledgment letters.
Supports special projects and initiatives as assigned.