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Admin Assistant 3

Requisition ID req10735
Working Title Admin Assistant 3
Position Grade 08
Position Summary

The Department of Physics and Astronomy is seeking a motivated, self-directed individual to be a part of our administrative support team.  The Administrative Assistant 3, under general supervision, will provide a variety of administrative support to the faculty, staff, students, and visitors of the Department.  As the first point of contact for the department, this position demands a pleasant and professional demeanor, particularly when dealing with customers in person and over the telephone.  The assistant will be responsible for coordinating a high volume of domestic and foreign travel requests (conferences, airfare, lodging, vehicle rentals, etc.) and reimbursements.  In addition, the position also supports purchasing of goods and services via the web using UNM’s purchasing card process and LoboMart.  The assistant also serves as the Colloquium Coordinator and is responsible for assisting the seminar speakers with travel, lodging, audiovisual, and setting up refreshments.  Other areas of responsibility include scheduling of resources, processing journal vouchers, money lists, ordering and tracking of office supplies, department directory updates, and support of a wide range of department activities and day-to-day office operations.  

The successful candidate must possess excellent communication, grammar, spelling, and composition skills.  The position requires an individual who is detail oriented with strong organizational and multi-tasking skills with a high degree in producing quality work to ensure a smooth work flow.  Knowledge of procurement policies and procedures, general office procedures and strong skills in Microsoft Office programs (Word, Excel, Access) are required.

See the Position Description for additional information.

Conditions of Employment
  • This position is represented by a labor union and is subject to the terms and conditions of the USUNM Collective Bargaining Agreement.
  • If this position is assigned to the Athletics Department, either administratively or functionally, compliance with all NCAA rules and regulations is required.
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
  • Ability to represent the department as the first point of contact pleasantly and professionally
  • Knowledge of procurement policies and procedures for purchasing services and goods, to include Purchase Orders, Purchasing Card (PCARD) Orders, Direct Pay Invoices in Chrome River for reimbursements (of all kinds, including travel expenses), Money Lists, including follow-up and process completion with attention to detail
  • Serving as a principal liaison between faculty, staff, students, other departments, and external constituencies on day-to-day programmatic, operational, and administrative issues
  • Experience and training with Banner
  • Excellent communication, grammar, spelling, and composition skills as evidenced through a submitted cover letter
  • Ability to remain organized and focused while multi-tasking in a busy office setting
  • Ability to be flexible in day-to-day assignments and a willingness to cross-train with other office staff to provide a total range of customer service during the entire day

Proficiency with:

  • MS Word
  • Excel


Additional Requirements
Campus Main - Albuquerque, NM
Department Physics Astronomy Department (707A)
Employment Type Staff
Staff Type Regular - Full-Time
Term End Date
Status Non-Exempt
Pay $11.25 - $16.50 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.
Background Check Required No
For Best Consideration Date 10/6/2019
Application Instructions Please attach a resume, a cover letter, and a list of at least three supervisor references.

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.