Administrative Assistant 3 - Exercise Physiology Lab

University of New Mexico; Albuquerque (NM); Hybrid; USD 24,000 - 31,000; Full time

Benefits offered by this job

Benefits eligible

Job summary

The University of New Mexico is seeking an Administrative Assistant 3 for the Exercise Physiology Lab in Johnson Center in Albuquerque. You will coordinate daily administrative tasks, manage equipment inventory, and provide fiscal and HR support to Lab staff and students.

Ideal candidates bring strong interpersonal skills, familiarity with UNM purchasing, and proven ability to organize multiple priorities in a busy research environment.

Qualifications

• High school diploma or GED; at least 5 years of related experience.
• Applicable degree substitution allowed on a year-for-year basis.

Responsibilities

• Manages daily administrative operations of the Exercise Physiology Lab with Lab Coordinator and HESS administrator.
• Acts as Lab's primary customer service contact for UNM community and public; maintains vendor relationships.
• Coordinates lab schedules, equipment deliveries, and time-sensitive service needs; manages calendars.
• Oversees fiscal activity: course budgets, expenditures, purchasing, and account reconciliation.
• Contributes to Lab policies ensuring compliance with department and university rules.
• Oversees HR documents and provides administrative guidance to Faculty and staff.
• Manages inventory; conducts yearly inventory reporting.
• Collects data and supports administrative reporting.
• Performs additional duties as needed to meet Lab requirements.

Skills

Interpersonal communication

UNM purchasing policies

Schedule coordination

Task organization

Independent self-starter

Data/records maintenance

UNM systems/databases

Education

High school diploma or GED

Job description

Working Title

Administrative Assistant 3 - Exercise Physiology Lab

Position Summary

The Exercise Physiology Laboratory in the Department of Health, Exercise, & Sports Sciences (HESS) at UNM is seeking to hire a collaborative, organized, industrious, and experienced administrative assistant to manage their daily and diverse administrative needs. Located in Johnson Center, the Lab conducts a wide variety of faculty research and provides health and fitness related physiological testing services to both UNM students, employees, and the general public. The person in this position will provide the Lab fiscal support for its extensive and unique purchasing, coordinate client schedules in conjunction with Lab faculty and staff, manage a large inventory of equipment in both Johnson Center and Travelstead Hall, oversee student employees, and provide a broad range of organizational support to the unit. Specific details of job duties and responsibilities are:

• Manages daily administrative operations of the Exercise Physiology Lab in coordination with the faculty Lab Coordinator and HESS Department Administrator.
• Serves as the Lab's primary customer service agent for UNM students, staff, faculty and the public; maintain relationships with other UNM units and vendors that provide resources and services to the Lab; answers phones and Lab related customer service questions.
• Coordinates lab schedules and client services, deliveries of equipment and supplies of a time-sensitive nature, calendars, and facility needs; schedules required equipment maintenance and services.
• Assists with oversight and coordination of the fiscal activity of the Lab including course fee budgets and expenditures, grants, purchasing, cash and credit card payment processing, and tracking and reconciliation of program accounts.
• Participates in the formulation of Lab policies and operations; ensures the fiscal, operational and personnel practices comply with department practice and university regulations.
• Assists with Lab personnel planning, oversees and processes employment and various HR related documents, and provides information on administrative procedures and requirements to Lab faculty and staff.
• Inventory management; yearly inventory reporting.
• Data collection on Lab activities and contributing to administrative reports.
• Additional job-related duties as assigned to meet Lab needs.

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

• Strong interpersonal communication skills and the ability to work effectively with a wide range of stakeholders in a diverse environment.
• Experience with UNM purchasing protocols and policies, specifically P-Card purchasing for both equipment and services.
• Experience in coordinating schedules.
• Skilled in organizing multiple tasks and prioritizing duties.
• Ability to work independently; self-starting and motivated.
• Record and database maintenance skills; ability to gather data and generate reports.
• Experience with UNMJobs, UNM databases, systems, and processes.

Campus

Main - Albuquerque, NM

Department

Health Exercise & Sports Science (353A)

Employment Type

Staff

Staff Type

Regular - Full-Time

Pay

Hourly: $17.39 - $22.37

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

Eligible for Remote Work

Yes

Eligible for Remote Work Statement

Occasional remote work may be available based on unit needs and schedule

Veteran Preference Program

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.

Equal Opportunity Statement

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.

Background Check Statement

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.