University of New Mexico
Executive Assistant, Office of the Vice President for Student Affairs
University of New Mexico, Albuquerque, NM, United States
Executive Assistant
Requisition ID
req31771
Working Title
Executive Assistant, Office of the Vice President for Student Affairs
Position Grade
13
Position Summary
****THE BEST CONSIDERATION DATE HAS BEEN EXTENDED TO 12.16.2024****
TheDivision of Student Affairs (DSA) at The University of New Mexico is seeking ahighly motivated, detail-oriented, and proactive administrative support professionalto join the Office of the Vice President for Student Affairs (OVPSA) asExecutive Assistant. DSA is comprised of units and services that are dedicatedto advancing the quality, cohesiveness, and cultural relevancy of the studentexperience on the Albuquerque campus and beyond.
Thisposition will offer executive-level support to the Vice President for StudentAffairs (VPSA), who serves as UNM's leading voice on matters related tostudents while advancing the institution's mission and strategic goals. Thesuccessful candidate should be well-organized, have great time managementskills and must be able to act independently. This person will serve as theprimary point of contact for both internal and external constituencies on allmatters pertaining to the OVPSA, and assist and represent the VPSA incommunications, including those of a sensitive and/or confidential nature. Inaddition, this person will manage a variety of special projects, some of whichmay have institutional impact, as well as provide administrative leadership anddirection for divisional processes. The ideal candidate will possessoutstanding communication skills (both written and verbal), have strongorganizational and prioritization skills and will work closely with othermembers of the team to professionally represent the VPSA to internal and externalconstituencies.
Duties and Responsibilities
Conditions of Employment
Minimum Qualifications
High school diploma or GED; at least 2 years of experience managing at least one of the following functional areas: fiscal services, administration and/or human resources AND 3 years of additional 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
Additional Requirements
Working hours are Monday through Friday, 8 a.m. to 5 p.m. However, occasional weekend and/or evening work may be required, depending on divisional needs. Applicants must provide names of 3 professional references, preferably supervisors, that the hiring official can contact.
Campus
Main - Albuquerque, NM
Department
VP Student Affairs Administration (866B)
Employment Type
Staff
Staff Type
Regular - Full-Time
Term End Date
Status
Exempt
Pay
Monthly: $4,073.33 - $5,721.73
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
As a condition of employment, eligible employees working greater than .25 FTE as determined by the New Mexico Education Retirement Act must make mandatory retirement contributions. For more information, review the Benefits Eligibility at a Glance grid.
Background Check Required
Yes
For Best Consideration Date
12/16/2024
Eligible for Remote Work
No
Eligible for Remote Work Statement
Application Instructions
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.
Please submit a current resume and cover letter. In the cover letter, please describe how you meet the preferred qualifications listed in the posting.
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.
HEJ D&I
Requisition ID
req31771
Working Title
Executive Assistant, Office of the Vice President for Student Affairs
Position Grade
13
Position Summary
****THE BEST CONSIDERATION DATE HAS BEEN EXTENDED TO 12.16.2024****
TheDivision of Student Affairs (DSA) at The University of New Mexico is seeking ahighly motivated, detail-oriented, and proactive administrative support professionalto join the Office of the Vice President for Student Affairs (OVPSA) asExecutive Assistant. DSA is comprised of units and services that are dedicatedto advancing the quality, cohesiveness, and cultural relevancy of the studentexperience on the Albuquerque campus and beyond.
Thisposition will offer executive-level support to the Vice President for StudentAffairs (VPSA), who serves as UNM's leading voice on matters related tostudents while advancing the institution's mission and strategic goals. Thesuccessful candidate should be well-organized, have great time managementskills and must be able to act independently. This person will serve as theprimary point of contact for both internal and external constituencies on allmatters pertaining to the OVPSA, and assist and represent the VPSA incommunications, including those of a sensitive and/or confidential nature. Inaddition, this person will manage a variety of special projects, some of whichmay have institutional impact, as well as provide administrative leadership anddirection for divisional processes. The ideal candidate will possessoutstanding communication skills (both written and verbal), have strongorganizational and prioritization skills and will work closely with othermembers of the team to professionally represent the VPSA to internal and externalconstituencies.
Duties and Responsibilities
- Provide executive support to the Vice President for Student Affairs and other members of the Division of Student Affairs Executive Leadership team.
- Manage the calendar and coordinate complex and time-sensitive meetings.
- Serve as the primary point of initial contact on matters directed to the OVPSA; independently research and prioritize incoming issues and determine appropriate course of action, referral, and/or response.
- Supervise administrative support staff and student employees including hiring, performance evaluation, goal-setting, coaching, training, work allocation, and problem resolution.
- Manage updates (by working with executive leadership) to DSA strategic plan.
- Coordinate activities related to the OVPSA leadership and committee meetings, including preparing agendas and presentations, minute taking, and logistics.
- Compose and prepare written documentation and correspondence on behalf of the VPSA.
- Serve as hiring search coordinator as needed.
- Coordinate the VPSA's travel arrangements.
- Organize and facilitate high-profile events and programs.
- Monitor internal email mailboxes and respond accordingly.
- Process travel and expense reimbursements for staff.
- Process bi-weekly and monthly payroll.
- Open, sort, and distribute all incoming and outgoing mail and other correspondence.
- Maintain departmental files, records, and databases.
- Coordinate the day-to-day management of supplies, equipment, and facilities of the department.
- Assist with other projects as determined by the needs of the department's management.
- Maintain confidential information.
- Other duties as assigned.
Conditions of Employment
Minimum Qualifications
High school diploma or GED; at least 2 years of experience managing at least one of the following functional areas: fiscal services, administration and/or human resources AND 3 years of additional 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
- Bachelor's degree
- Demonstrated experience providing support for executive leadership - preferably providing support for multiple leaders
- Advanced scheduling experience, preferably in an executive office
- Experience planning large-scale events
- Experience with the financial and purchasing systems including Banner Finance, Banner journal entries, and Chrome River (PCard) travel reimbursements and purchases
- Experience with Banner time entry
- Knowledge of staff hiring procedures
- Broad knowledge and understanding of University and Board of Regents policies and procedures
- Advanced verbal and written communication skills and the ability to work with a wide range of constituencies in a diverse community
- Advanced level experience with Microsoft Office Suite, specifically, MS Outlook, Word, Excel and PowerPoint
- Ability to be flexible while staying professional and positive in a changing environment
- Records maintenance skills
- Conflict resolution and/or mediation skills
- Project management skills and the ability to resolve complex problems and issues
Additional Requirements
Working hours are Monday through Friday, 8 a.m. to 5 p.m. However, occasional weekend and/or evening work may be required, depending on divisional needs. Applicants must provide names of 3 professional references, preferably supervisors, that the hiring official can contact.
Campus
Main - Albuquerque, NM
Department
VP Student Affairs Administration (866B)
Employment Type
Staff
Staff Type
Regular - Full-Time
Term End Date
Status
Exempt
Pay
Monthly: $4,073.33 - $5,721.73
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
As a condition of employment, eligible employees working greater than .25 FTE as determined by the New Mexico Education Retirement Act must make mandatory retirement contributions. For more information, review the Benefits Eligibility at a Glance grid.
Background Check Required
Yes
For Best Consideration Date
12/16/2024
Eligible for Remote Work
No
Eligible for Remote Work Statement
Application Instructions
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.
Please submit a current resume and cover letter. In the cover letter, please describe how you meet the preferred qualifications listed in the posting.
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.
HEJ D&I