Administrative Specialist – Quantum Institute

University of New Mexico; Monte Largo Hills (NM); On-site; USD 52,352,000 - 67,337,000; Full time

Job summary

The University of New Mexico’s Quantum New Mexico Institute (QNM-I) seeks an Administrative Assistant 3 to support diverse administrative, fiscal, and coordination tasks. The role reports to the QNM-I Program Manager and oversees staff and student workers, handling calendars, meetings, and outreach across units.

Responsibilities include compiling data, managing records, and assisting in budget and travel processes, with potential limited travel within New Mexico.

Qualifications

• Familiar with University record keeping systems.
• Familiar with timekeeping systems and/or experience with time entry.
• Previous experience supervising staff/students.
• Experience with coordinating meetings across different organizations/units.
• Experience with fiscal systems (including PHAREDS) and/or a background in fiscal management.

Responsibilities

• Oversees and/or performs a range of diverse administrative activities for QNM-I; serves as a central point of liaison with other departments and external constituencies in the resolution of a variety of day-to-day matters concerning the unit.
• Utilizes knowledge and understanding of underlying operational issues to create, compose, and edit technical and/or administrative correspondence and documentation.
• Assists in administrative problem solving, program/project planning, development, and execution of stated goals and objectives.
• Research information, compiles statistics, and gathers and computes various data; prepares special and/or one-time reports, summaries, or replies to inquiries, selecting relevant data from a variety of sources.
• Monitors, reconciles, and assists with fiscal administration for QNM-I, including but not limited to budgets, funding, grants, contracts, payroll, employment, travel, and/or purchasing; may assist with fiscal planning, including participating in seeking alternate sources of funding.
• Provides and/or oversees support activities for QNM-I such as answering telephones, assisting and resolving problems and inquiries of visitors, review and control of incoming and outgoing correspondence, and follow-up on operational commitments.
• Provides administrative assistance with faculty and/or staff searches, as appropriate, to include logging employment applications; preparing applicant acknowledgements and interview documents, coordinating interview logistics, and coordinating search documentation.
• Schedules appointments and maintains calendars; schedules, coordinates and facilitates meetings, facilities usage, events, and/or travel arrangements, as required.
• Establishes, updates, and maintains QNM-I’s files, inventories, and records; implements and maintains data management systems, as required.
• Leads and guides the work of lower level staff, and supervises student employees as appropriate; may participate in hiring decisions and performance appraisal.
• May serve as Campus Security Authority as outlined by the Clery Act.
• Performs miscellaneous job-related duties as assigned.

Skills

Record keeping systems

Timekeeping systems

Supervising staff

Meeting coordination

Education

Bachelor's Degree

Job description

The University of New Mexico’s Quantum New Mexico Institute (QNM-I) seeks an Administrative Assistant 3 to support diverse administrative, fiscal, and coordination tasks. The role reports to the QNM-I Program Manager and oversees staff and student workers, handling calendars, meetings, and outreach across units.

Responsibilities include compiling data, managing records, and assisting in budget and travel processes, with potential limited travel within New Mexico.