Admin Assistant 2

Description:

Performs a variety of administrative and staff support duties for UNM's Environmental Health and Safety (EHS) 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 in support of EHS operations.

Duties and Responsibilities:

• Serves as the department's front desk receptionist and first point of contact, greeting and directing visitors, answering telephones, and resolving or referring a range of administrative problems and inquiries.
• Coordinates and performs a range of staff and/or operational support activities for EHS, working closely with the Unit Administrator and Director; serves as a liaison with other departments and operating units in the resolution of day-to-day administrative and operational problems.
• Operates personal computer to compose and edit correspondence, incident reports, and memoranda from dictation, verbal direction, or from knowledge of established department policies; may prepare, transcribe, compose, type, edit, and distribute agendas and/or minutes of meetings.
• Schedules and coordinates meetings, events, interviews, appointments, and/or other similar activities for the Director and other supervisors, which may include coordinating travel and lodging arrangements.
• Prepares or assists with the preparation of scheduled and/or ad hoc statistical and narrative reports, including incident reports, and performs basic information gathering and analysis as specifically directed.
• Assists the Unit Administrator, Director, and unit staff in problem solving, project planning, and development and execution of stated goals and objectives.
• Posts, balances, monitors, and reconciles internal department monthly ledgers, budgets, and financial reporting system reports (Banner), including journal vouchers, index/account code management, and fiscal year rollover processes; may prepare drafts of budget planning documents; may serve as department bookholder and/or paymaster; may manage petty cash disbursements and reconciliations.
• 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.
• Sorts, screens, reviews, and distributes incoming and outgoing mail; composes, prepares, or ensures timely responses to a variety of routine written inquiries.
• Requisitions supplies, printing, maintenance, and other services.
• Leads and trains lower graded staff and/or student employees, as required.
• 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.

• If this position is assigned to the Athletics Department, either administratively or functionally, compliance with all NCAA rules and regulations is required.
• 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.

High school diploma or GED; at least 3 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.

• Experience with Banner or similar financial/accounting software, including journal vouchers, budget reconciliation, and account/index code management
• Familiarity with incident reporting and documentation processes
• Experience providing administrative support in an environmental health, safety, or regulatory compliance setting
• Strong written communication skills, with experience drafting correspondence, reports, and internal documentation
• Ability to manage multiple scheduling needs, including coordinating rotations, meetings, or events across departments
• Experience working with spreadsheet software (e.g., Excel) for data tracking and reporting
• Ability to work independently and exercise sound judgment when resolving day-to-day administrative issues
• Knowledge, Skills and Abilities Required:
• Knowledge of supplies, equipment, and/or services ordering and inventory control.
• Ability to communicate effectively, both orally and in writing.
• Ability to gather data, compile information, and prepare reports.
• Records maintenance skills.
• Ability to gather and analyze statistical data and generate reports.
• Ability to maintain calendars and schedule appointments.
• Database management skills.
• Ability to analyze and solve problems.
• Ability to lead and train staff and/or students.
• Ability to make administrative/procedural decisions and judgments.
• Word processing and/or data entry skills.
• Ability to create, compose, and edit written materials.
• Organizing and coordinating skills.
• Knowledge of general accounting principles.
• Ability to record and transcribe meeting minutes.
• Receptionist skills.

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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.