Office Assistant II

The University of New Mexico•Albuquerque, NM

2d•Onsite

About The Position

Performs essential office support for a unit or department, including front-office reception, routine clerical and data-entry work, records and transaction processing, and support for departmental projects and events. The role also supports office operations, scheduling, inventory, facilities requests, and event-related activities. The position requires enrollment in a degree-seeking program at UNM and at least half-time enrollment (six hours) during fall and spring semesters. Audit hours do not count. Students receiving Work Study must meet Satisfactory Academic Progress.

Requirements

Must be enrolled in a degree-seeking program at UNM.
Must be enrolled at least half-time (six hours) at UNM during fall and spring semesters; audit hours do not count.
Work Study students must meet Satisfactory Academic Progress.

Nice To Haves

Ability to understand and follow specific instructions and procedures.
Word-processing and/or data-entry skills.
Ability to prepare and print routine correspondence, labels, and other basic written materials.
Skill in using basic office equipment.
Receptionist skills.
Ability to maintain calendars and schedule appointments.
Records-maintenance skills.
Knowledge of computer programs such as Microsoft Office and UNM systems or applications, including Lobomart and Chrome River.
The student may be required to major in a specific department or field.
A minimum GPA may be required.

Responsibilities

Answer and route telephone calls, take messages, provide general information, greet and direct visitors, respond to routine inquiries, and maintain an inquiry log as required.
Open and close the administrative office.
Understand and support meeting room and media lab operating systems, including audiovisual equipment.
Monitor and manage the CEA and CIVIL email accounts.
Open, process, and route incoming mail and packages; distribute correspondence and other materials; notify recipients about packages; accept packages; and scan packing slips into purchase files.
Perform routine typing, word processing, and data-entry assignments; prepare basic correspondence, department requisitions, letters, labels, reports, and other materials.
Copy and duplicate materials, support day-to-day copy machine operations, and prepare and transmit facsimiles as needed.
Establish, maintain, process, and update hard-copy and electronic files, records, and documents.
Process routine clerical, administrative, and accounting-related transactions in accordance with established procedures.
File and process reimbursements and purchase requests; retrieve grant index data; and check receiving and depositing.
Schedule or assist with scheduling appointments, meetings, room reservations, events, conferences, and course classrooms.
Order, stock, and distribute office supplies.
Maintain the office, including cleaning rooms maintained by the department.
Assist with planning and programming departmental events and other projects.
Assist with general lifting and physical activity for facilities and event support.
Submit university work orders and assist with work-order submissions for university-related services.
Assist with printing and office copier operations.
Process key requests and swipe-card access forms.
Run routine errands for the unit or department as required.
Provide inventory support.
Assist with maintaining and completing departmental forms for processing transactions.
Perform miscellaneous job-related duties as assigned.