Administrative Assistant 2 - req# 28950

The New Mexico Poison and Drug Information Center is seeking aresponsible individual to work full-time from our receptionist desk. The idealcandidate will thrive in a customer-focused, open environment, providingreliable support from our reception desk. Training is available for the dutiesand responsibilities that are specific to the position.

Duties and Responsibilities:

• Maintaining a professional, welcoming environment from the receptionist area
• Procures goods and services as a P-Card holder, reconciles purchases and travel expense reports.
• Facilitates office communications including answering and forwarding phone calls/e-mail, drafting professional correspondence and announcements.
• Managing daily calendars including scheduling appointments, group meetings, incidental food orders, reserving rooms, reserving parking spots, and coordinating parking pass requests.
• Monitors, compiles, archives, and processes department employment, payroll, and leave documentation consistent with University and HSC policies.
• Editing and formatting documents and reports to include review for grammatical and typographical errors; coordinating version control for MOU’s including distribution of documents, tracking changings, accepting edits, and further distribution to leadership.
• Scanning, organizing, filing, and distribution of internal documents, requesting signatures.
• Assist in shipping, receiving, and sorting of daily mail, small packages; delivery notifications.
• Ensure office equipment (copy and fax machines), copy areas, conference rooms, office suite, and common areas are stocked, in good and safe working condition.
• Performing accurate, efficient data entry
• Follow established data security processes to protect sensitive information.
• Reviews and helps advise colleagues on UNM policies and procedures for day-to-day business activities.
  

Notice: Funding available through 6/30/2025;continuance beyond that date is subject to the Department's operational needsas outlined in UBPPM #3200, Employee Classifications, http://policy.unm.edu/university-policies/3000/3200.html

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.

• Previous experience working in a professional office environment.
• Excellent oral and written communication skills
• Proficient with the Microsoft Office suite, e.g., Outlook, Word, PowerPoint, Forms, and Excel
• Experience with digital telecom platforms like Zoom, Microsoft Teams, etc.
• Experience scheduling large groups using Doodle, FindTime, etc.
• Strong interpersonal and communication skills.
• Comfortable with completing tasks independently with minimal supervision but frequently communicating status updates to stakeholders

Only applications submitted throughthe official UNMJobs site will be accepted. If you are viewing this jobadvertisement on a 3rd party site, pleasevisit UNMJobs to submit an application.

1) Resume

2) List of at least 3 supervisory references (include phone and email contact information)

3) Cover Letter is encouraged, but not required.

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.