Admin Assistant 1 Jobs

Performs a variety of administrative and staff support duties for a specified unit/department, which require a range of skills and a knowledge of organizational policies and procedures. Assists and directs visitors, and resolves administrative problems and inquiries; composes, edits, and proofreads correspondence and reports, and prepares a range of administrative documents.

DUTIES AND RESPONSIBILITIES

1. Coordinates and performs a range of staff and/or operational support activities for the unit; serve as a liaison with other departments and operating units in the resolution of day-to-day administrative and operational problems.

2. Provides administrative/secretarial support for the department/division such as answering telephones, assisting visitors, and resolving and/or referring a range of administrative problems and inquiries.

3. Operates personal computer to compose and edit correspondence and/or memoranda from dictation, verbal direction, or from knowledge of established department/division policies; may prepare, transcribe, compose, type, edit, and distribute agendas and/or minutes of meetings.

4. Schedules and coordinates meetings, events, interviews, appointments, and/or other similar activities for supervisors, which may include coordinating travel and lodging arrangements.

5. Prepares or assists with the preparation of scheduled and/or ad hoc statistical and narrative reports; performs basic information gathering and analysis and/or forecasting, as specifically directed.

6. Assists unit management and staff in problem-solving, project planning, and development and execution of stated goals and objectives.

7. Posts, balances, monitors, and reconciles internal department/division monthly ledgers, budgets, and financial reporting system reports; may prepare drafts of budget planning documents; may serve as department/division bookholder and/or paymaster; may manage petty cash disbursements and reconciliations.

8. Establishes, maintains, and updates files, databases, records, and/or other documents; develops and maintains data, and performs routine analyses and calculations in the processing of data for recurring internal reports.

9. Sorts, screens, reviews, and distributes incoming and outgoing mail; composes, prepares, or ensures timely responses to a variety of routine written inquiries.

10. Requisitions supplies, printing, maintenance, and other services.

11. Leads and trains lower graded staff and/or student employees, as required.

12. May serve as Campus Security Authority as outlined by the Clery Act.

13. Performs miscellaneous job-related duties as assigned.

See the Position Description for additional information.

Essential Skills and Experience:

• 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.
• High school diploma or GED; at least 1 year of experience directly related to the duties and responsibilities specified.
• Experience with Microsoft Office (Word, Excel, PowerPoint).
• Ability to multi-task.
• Ensure that copies of administrative forms are up-to-date, accessible, and available to staff (Leave/Check request etc.) via the organizations share drive.

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.