Office Assistant II

University of New Mexico•Albuquerque, NM

3d•Onsite

About The Position

Performs essential office support activities for the Civil Construction & Environmental Engineering department at the University of New Mexico. The role supports front-office operations, communications, mail and package handling, routine clerical and accounting-related transactions, records, scheduling, office supplies, facilities, and departmental events and projects. The position also assists with room and media lab operations, work orders, inventory, access requests, and other duties as assigned. This is student employment. Applicants must be enrolled in a degree-seeking program at UNM and attend at least half-time (6 hours) during fall and spring semesters. Audit hours do not count. Students working through Work Study must meet Satisfactory Academic Progress.

Requirements

Be enrolled in a degree-seeking program at UNM.
Be enrolled at least half-time (6 hours) at UNM for fall and spring semesters; audit hours do not count.
If working through Work Study, 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 material.
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.
The student may be required to meet a minimum GPA.

Responsibilities

Answer telephones, route calls, take messages, provide general information, greet and direct visitors, answer routine inquiries, and maintain an inquiry log as required.
Open and close the administrative office.
Know meeting room and media lab operating systems, including AV.
Monitor and manage the CEA and CIVIL email accounts.
Open, process, and route incoming mail and packages; distribute materials to department staff, faculty, and students; notify recipients about packages; accept packages; and scan packing slips into purchase files.
Complete routine typing assignments and use a computer to draft basic correspondence and department requisitions, enter data, and print letters, labels, reports, and other materials.
Copy and duplicate materials, assist with 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 according to established procedures.
File and process reimbursements and file purchase requests.
Perform Grant Index Data Retrieval.
Check receiving and depositing.
Schedule or assist with scheduling appointments, meetings, room reservations, events, conferences, and course classrooms as appropriate.
Order, stock, and distribute office supplies.
Perform office maintenance, 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 department as required.
Provide inventory support.
Assist with maintaining and completing departmental forms for processing transactions.
Perform miscellaneous job-related duties as assigned.