OVPR/Cat 3 Centers Admin Assistant 3

The University of New Mexico is seeking a highly motivated, dynamic, detail-oriented, and organized individual to join the Office of the Vice President for Research (OVPR) team as an Administrative Assistant 3 to support the OVPR as well as the various Category 3 Research Centers that report up to the OVPR; including QNM-I, ARID, and nine others. This position will report directly to the OVPR Associate Director of Finance and Administration with matrixed reporting to center staff and/or faculty of supported centers.

The mission of the OVPR is to advance, facilitate, and celebrate cutting-edge discovery and innovation. At UNM, we believe research is education; as New Mexico’s premier R1 institution, we are uniquely positioned to provide an unparalleled education for students and world-class opportunities for faculty.

The selected candidate will coordinate, oversee, and/or perform a wide variety of administrative, secretarial, fiscal, staff support, and planning activities, some of which require advanced or specialized knowledge and skills, such as budget administration and control, equipment, facilities, and inventory management, specialized recordkeeping and database management, and/or specified information-gathering projects and tasks. Coordinates and facilitates meetings, program functions, and/or special events, as appropriate. Trains and oversees lower graded staff and/or students. May coordinate specified administrative activities and reporting across multiple organizational units within a department. Additionally, they will plan and coordinate the day-to-day administrative and operational activities of OVPR programs and initiatives, including those of the category 3 centers. This is a term, full-time, benefits eligible position with funding available for one year from hire. Continuance beyond that date is subject to the availability of additional funding. This position may require limited travel within New Mexico.

Duties and Responsibilities

• Oversees and/or performs a range of diverse administrative activities for the OVPR/Category 3 Centers; serves as a central point of liaison with other departments and external constituencies in the resolution of a variety of day-to-day matters concerning the unit.
• Utilizes knowledge and understanding of underlying operational issues to create, compose, and edit technical and/or administrative correspondence and documentation.
• Assists in administrative problem solving, program/project planning, development, and execution of stated goals and objectives.
• Research information, compiles statistics, and gathers and computes various data; prepares special and/or one-time reports, summaries, or replies to inquiries, selecting relevant data from a variety of sources.
• Monitors, reconciles, and assists with fiscal administration for the OVPR/Category 3 Centers, including but not limited to budgets, funding, grants, contracts, payroll, employment, travel, and/or purchasing; may assist with fiscal planning, including participating in seeking alternate sources of funding.
• Provides and/or oversees support activities for the OVPR/Category 3 Centers such as answering telephones, assisting and resolving problems and inquiries of visitors, review and control of incoming and outgoing correspondence, and follow-up on operational commitments.
• Provides administrative assistance with faculty and/or staff searches, as appropriate, to include logging employment applications; preparing applicant acknowledgements and interview documents, coordinating interview logistics, and coordinating search documentation.
• Schedules appointments and maintains calendars; schedules, coordinates and facilitates meetings, facilities usage, events, and/or travel arrangements, as required.
• Establishes, updates, and maintains OVPR/Category 3 Center’s files, inventories, and records; implements and maintains data management systems, as required.
• Leads and guides the work of lower level staff, and supervises student employees as appropriate; may participate in hiring decisions and performance appraisal.
• May serve as Campus Security Authority as outlined by the Clery Act.
• Performs miscellaneous job-related duties as assigned.

See the Position Description for additional information.

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

• Bachelors Degree
• Experience working in a University Setting
• Familiar with University record keeping systems
• Familiar with timekeeping systems and/or experience with time entry
• Familiar with P-Card, or other university purchasing systems.
• Familiar with Chrome River, or other university reconciliation systems.
• Previous experience supervising staff/students
• Experience with coordinating meetings across different organizations/units
• Experience with fiscal systems (including PHAREDS) and/or a background in fiscal management

Only applications submitted through the official UNMJobs site will be accepted. If you are viewing this job advertisement on a 3rd party site, please visit UNMJobs to submit an application.

Positions posted with a Staff Type of Regular or Term are eligible for the Veteran Preference Program. See the Veteran Preference Program webpage for additional details.

The University of New Mexico is committed to hiring and retaining a diverse workforce. We are an Equal Opportunity Employer, making decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, veteran status, disability, or any other protected class.

The University of New Mexico requires all regular staff positions successfully pass a pre-employment background check. This may include, but is not limited to, a criminal history background check, New Mexico Department of Health fingerprint screening, New Mexico Children, Youth, and Families Department fingerprint screening, verification of education credentials, and/or verification of prior employment. For more information about background checks, visit https://policy.unm.edu/university-policies/3000/3280.html. Refer to https://policy.unm.edu/university-policies/3000/3200.html for a definition of Regular Staff.