Executive Assistant, Office of the Vice President for Student Affairs

University of New Mexico • Albuquerque, NM

402d • $48,880 - $68,661 • Onsite

About The Position

The Executive Assistant in the Office of the Vice President for Student Affairs at The University of New Mexico provides high-level administrative support to the Vice President and the Executive Leadership team. This role is crucial in managing communications, coordinating meetings, and overseeing various projects that impact the student experience. The ideal candidate will be proactive, detail-oriented, and possess excellent organizational and communication skills, acting as a primary point of contact for internal and external stakeholders.

Requirements

• High school diploma or GED; at least 2 years of experience managing at least one of the following functional areas: fiscal services, administration and/or human resources AND 3 years of additional 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

• Bachelor's degree
• Demonstrated experience providing support for executive leadership - preferably providing support for multiple leaders
• Advanced scheduling experience, preferably in an executive office
• Experience planning large-scale events
• Experience with the financial and purchasing systems including Banner Finance, Banner journal entries, and Chrome River (PCard) travel reimbursements and purchases
• Experience with Banner time entry
• Knowledge of staff hiring procedures
• Broad knowledge and understanding of University and Board of Regents policies and procedures
• Advanced verbal and written communication skills and the ability to work with a wide range of constituencies in a diverse community
• Advanced level experience with Microsoft Office Suite, specifically, MS Outlook, Word, Excel and PowerPoint
• Ability to be flexible while staying professional and positive in a changing environment
• Records maintenance skills
• Conflict resolution and/or mediation skills
• Project management skills and the ability to resolve complex problems and issues

Responsibilities

• Provide executive support to the Vice President for Student Affairs and other members of the Division of Student Affairs Executive Leadership team.
• Manage the calendar and coordinate complex and time-sensitive meetings.
• Serve as the primary point of initial contact on matters directed to the OVPSA; independently research and prioritize incoming issues and determine appropriate course of action, referral, and/or response.
• Supervise administrative support staff and student employees including hiring, performance evaluation, goal-setting, coaching, training, work allocation, and problem resolution.
• Manage updates (by working with executive leadership) to DSA strategic plan.
• Coordinate activities related to the OVPSA leadership and committee meetings, including preparing agendas and presentations, minute taking, and logistics.
• Compose and prepare written documentation and correspondence on behalf of the VPSA.
• Serve as hiring search coordinator as needed.
• Coordinate the VPSA's travel arrangements.
• Organize and facilitate high-profile events and programs.
• Monitor internal email mailboxes and respond accordingly.
• Process travel and expense reimbursements for staff.
• Process bi-weekly and monthly payroll.
• Open, sort, and distribute all incoming and outgoing mail and other correspondence.
• Maintain departmental files, records, and databases.
• Coordinate the day-to-day management of supplies, equipment, and facilities of the department.
• Assist with other projects as determined by the needs of the department's management.
• Maintain confidential information.
• Other duties as assigned.

Benefits

• Comprehensive medical, dental, vision, and life insurance coverage
• Educational benefits through tuition remission and dependent education programs

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Industry: Educational Services
• Education Level: High school or GED