Administrative Assistant 3

Admin Assistant 3

Requisition ID req37165 Working Title Administrative Assistant 3 Position Grade 08 Position Summary

The Department of Cell Biology & Physiology is seeking a highly motivated, organized, and professional individual with excellent communication, customer service, and computer skills to support departmental operations and leadership. The successful candidate will be able to work independently, manage multiple priorities, anticipate needs, and exercise sound judgment while maintaining a high level of accuracy and professionalism.

The ideal candidate will be detail-oriented, adaptable, and exceptionally organized, with demonstrated experience managing a broad range of administrative responsibilities. Strong written and verbal communication skills are essential and must be demonstrated throughout the application and interview process.

The Administrative Assistant 3 will work collaboratively with members of the administrative team to provide administrative and operational support to the Department Chair, Department Administrator, Department Accountant, faculty, staff, postdoctoral scholars, and students. This position is responsible for managing a departmental Purchasing Card (PCard) and supporting a variety of financial and operational processes.

Duties include, but are not limited to:

• Processing financial transactions and reconciling purchases in Chrome River.
• Assisting with account tracking, purchasing, and other fiscal administrative activities.
• Creating and editing the departmental newsletter and other communications.
• Serving as the departmental contact for inventory and surplus property activities.
• Scheduling appointments, meetings, and departmental events.
• Coordinating seminars, guest visits, and special events, including travel arrangements and itinerary preparation.
• Maintaining office equipment and managing office supply inventory.
• Answering phones, greeting visitors, sorting and distributing mail, filing, and responding to routine inquiries.
• Assisting with student hiring and onboarding processes.
• Performing errands and other administrative duties as assigned.

This position requires on-campus attendance Monday through Friday, 8:00 a.m. to 5:00 p.m. Occasional evening or weekend hours may be required to support special events, deadlines, or other departmental needs.

See the Position Description for additional information.

Conditions of Employment

• If this position is assigned to the Athletics Department, either administratively or functionally, compliance with all NCAA rules and regulations is required.
• Employees who provide services or work in patient care or clinical areas are required to be in compliance with the University's influenza vaccination requirement.
• 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.

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

·         Demonstrated ability to communicate effectively and professionally, both orally and in writing.

·         Proven ability to exercise sound judgment, make effective administrative and procedural decisions, and establish priorities in a dynamic work environment.

·         Knowledge of basic accounting principles and experience supporting fiscal administration, including purchasing, reconciliation, account monitoring, data collection, and report preparation.

·         Experience utilizing a Purchasing Card (PCard) and reconciling transactions in accordance with established policies and procedures.

·         Knowledge of and experience with Chrome River and UNM reimbursement processes.

·         Knowledge of UNM policies, procedures, and administrative systems.

·         Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and experience using Smartsheet.

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