University of New Mexico Hiring for Admin Assistant 3 Job at Albuquerque, NM Full Time

Requisition ID: req23330

Working Title:

Admin Assistant 3

Position Grade:

08

Position Summary:

The University of New Mexico’s (UNM) Planning, Design & Construction (PDC) provides seamless delivery of professional support services to internal clients using best practices in capital project planning, development, and construction.

PDC seeks an organized, self-motivated, dependable, and detail oriented Administrative Assistant 3 to join our vibrant, committed team of professionals who support the built environment at UNM. The ideal candidate will be a highly motivated professional with the ability to work in a hybrid work model, both independently in a remote environment, as well as within an office setting, managing the front reception area of our department while interacting with clients, consultants, and team members as the first point of contact to include answering phones and greeting and directing visitors. This person must be a motivated self-starter with the demonstrated ability to anticipate expectations and complete assignments in their entirety in a timely and conscientious manner. This position requires the ability to demonstrate initiative and excellent communication skills, both written and verbal. We are looking for an individual to provide quality service, both internally and externally, multitask, and establish priorities while demonstrating strong interpersonal, organizational, and problem-solving skills along with strong editing and proofreading abilities. Experience communicating with and coordinating high-level administrators for meetings or report materials is essential.

Please note that incomplete applications will not be reviewed. See application instructions for details.

Duties and responsibilities for this full-time Administrative Assistant 3 position include, but are not limited to:

• Specialized administrative support to PDC’s leadership team and overall assistance to department staff to include scheduling appointments, maintaining calendars, and coordinating meetings and/or events.

• Responsible for managing travel planning, conference/seminar registrations, reimbursements, and membership renewals and subscriptions for all department staff with UNM Purchasing Card (PCard).

• Providing customer service, answering questions, and giving consistent guidance along with demonstrated compliance with UNM policies and procedures.

• Primary Timekeeper role for payroll responsibilities.

• Works with PDC’s leadership team to develop unit reporting and publications.

• Procurement and coordination of needed office and safety supplies, computer and/or other equipment, services, and other resources for the department to include overseeing maintenance of department resources and fleet vehicles.

• Inventory management.

• Managing document files including picking up inter-office documents, scanning, organizing, filing, and distribution of internal documents.

• Serves as a liaison with other departments and operating units in the resolution of day-to-day administrative and operational matters.

• Updating and maintaining departmental website.

• Campus errands to include picking up mail and small packages, sorting and distributing accordingly.

• Purchasing Card (PCard) holder and Chrome River responsibilities.

• Responsible party for department fuel cards.

• Cross train with Accountant 2 position to assist with and/or be back up for procurement services and other fiscal responsibilities.

Proof of COVID vaccination is required, per UNM administrative mandate.

UNM employees enjoy a great benefits package, including: four (4) weeks of vacation, paid holidays, sick leave, retirement benefits, tuition remission benefits for yourself and additional education benefits to spouses or domestic partners, and dependent children of eligible employees and retirees.

See the Position Description for additional information.

Conditions of Employment:

• If this position is assigned to the Athletics Department, either administratively or functionally, compliance with all NCAA rules and regulations is required.
• Employees who provide services or work in patient care or clinical areas are required to be in compliance with the University’s influenza vaccination requirement.
• All regular, non-temporary positions assigned to this classification are represented by a labor union and subject to the terms and conditions of the US-UNM Collective Bargaining Agreement.

Additional Requirements: Official transcripts, High school diploma or GED certificate will be required for hire. Please see minimum qualifications for specifics.

Campus:

Main – Albuquerque, NM

Benefits Eligble:
This is a benefits eligible position. The University of New Mexico provides a comprehensive package of benefits including medical, dental, vision, and life insurance. In addition, UNM offers educational benefits through the tuition remission and dependent education programs. See the Benefits home page for a more information.

Department:

Capital Projects Office (250A)

Employment Type:

Staff

Staff Type:

Regular – Full-Time

Status:

Non-Exempt

Pay:

$16.39 – $20.84 (Hourly)

Benefits Eligible:

This is a benefits eligible position. The University of New Mexico provides a comprehensive package of benefits including medical, dental, vision, and life insurance. In addition, UNM offers educational benefits through the tuition remission and dependent education programs. See the Benefits home page for a more information.

ERB Statement:

Temporary and on-call employees working an appointment percentage of 26 (.26 FTE) or greater, per quarter, will be eligible to earn retirement service credits and thus are required to make New Mexico Educational Retirement Board (NMERB) contributions. More information pertaining to your FTE and NMERB contributions can be reviewed on the NMERB Guidelines Clarified webpage.

For Best Consideration Date:

2/24/2023

Application Instructions:

Only applications submitted throughthe official UNMJobs site will be accepted. If you are viewing this jobadvertisement on a 3rd party site, pleasevisit UNMJobs to submit an application.
Incomplete applications will not be reviewed. A complete application includes:1)Complete the official online application.2)Cover Letter – Please attach a cover letter that describes why you want this job. Address how your qualifications and work experience match the position and the preferred qualifications detailed in this job advertisement.3)Resume – Please attach your current resume. Your resume should include a complete work history with beginning and ending dates (month/year).4)References – Applicants must provide names and contact information for at least three supervisory references with your application materials. References will not be contacted without the permission of the applicant.Your cover letter, resume, and references should be uploaded as a PDF file.

Minimum Qualifications: 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.

Preferred Qualifications: • Excellent interpersonal and verbal/written communication skills.

• Experience with electronic calendaring and scheduling meetings using Microsoft Outlook, Zoom, Skype, and Microsoft Teams.

• Experience working in a front office answering phones, greeting customers, and directing visitors.

• Demonstrated organizational, prioritization, and time management skills with strong attention to detail.

• Ability to utilize critical thinking and problem solving to manage a wide range of responsibilities.

• Intermediate-level experience with Microsoft Office: Word, Excel, and PowerPoint.

• Experience with editing and proofreading written documentation.

• Ability to be a team player with flexibility and willingness to multitask and pick up multiple duties as needed.

• Experience with UNM PCard policies and procedures.

• Experience with UNM systems such as Banner and Chrome River.

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