QNM-I Admin Assistant 3

University of New Mexico; Albuquerque (NM); On-site; USD 38,000 - 49,000; Full time

Job summary

The University of New Mexico, through the Quantum New Mexico Institute (QNM-I), seeks an Administrative Assistant 3 to support category III research operations. The role reports to the QNM-I Program Manager and advances administrative, fiscal, and scheduling tasks across programs and initiatives.

This term, full-time position is based in Albuquerque, NM, with potential limited travel within New Mexico. The selected candidate will help coordinate meetings, maintain records, and supervise student

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 above the minimum education requirement may substitute for experience on a year-for-year basis.

Responsibilities

• Coordinate and oversee administrative, secretarial, fiscal, staff support, and planning activities.
• Coordinate meetings, program functions, and special events as appropriate.
• Provide training and supervision for lower level staff and student employees.
• Assist with fiscal administration including budgets, funding, grants, payroll, travel, and purchasing.
• Schedule appointments and maintain calendars; manage meetings and travel arrangements.

Skills

Detail oriented

Highly motivated

Organized

Education

High school diploma or GED

Bachelor's Degree

Tools

PHAREDS

Chrome River

Job description

Position Summary

The University of New Mexico is seeking a highly motivated, dynamic, detail-oriented, and organized individual to join the Quantum New Mexico Institute (QNM-I) team as an Administrative Assistant 3 to support the category 3 center. This position will report directly to the QNM-I Program Manager.

The Quantum New Mexico Institute, one of UNM's Category III research centers, advances quantum information science and technology through collaborative research, education, and workforce development. By uniting academia, national laboratories, industry, and government, the Institute accelerates innovation, strengthens the quantum workforce, and drives economic and societal impact-establishing New Mexico as a global leader in quantum information science and technology.

The University of New Mexico's Category III research centers and institutes focus on interdisciplinary research that extends beyond the traditional boundaries of a single discipline, department, or college. UNM has 11 Category III research centers and institutes, which have elevated the University's interdisciplinary research landscape by exploring new questions to create new knowledge; developing cutting-edge technologies; collaborating with industry and community partners; providing unique opportunities to students at all levels; and changing the world around us.

The selected candidate will coordinate, oversee, and/or perform a wide variety of administrative, secretarial, fiscal, staff support, and planning activities, some of which require advanced or specialized knowledge and skills, such as budget administration and control, equipment, facilities, and inventory management, specialized recordkeeping and database management, and/or specified information-gathering projects and tasks. Coordinates and facilitates meetings, program functions, and/or special events, as appropriate. Trains and oversees lower graded staff and/or students. May coordinate specified administrative activities and reporting across multiple organizational units within a department. Additionally, they will plan and coordinate the day-to-day administrative and operational activities of QNM-I programs and initiatives This is a term, full-time, benefits eligible position with funding available for one year from hire. Continuance beyond that date is subject to the availability of additional funding. This position may require limited travel within New Mexico.

Duties and 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.

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

• Bachelors Degree
• Experience working in a University Setting
• Familiar with University record keeping systems
• Familiar with timekeeping systems and/or experience with time entry
• Familiar with P-Card, or other university purchasing systems.
• Familiar with Chrome River, or other university reconciliation systems.
• 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

Campus

Main - Albuquerque, NM

Department

QNM-I (487A)

Employment Type

Staff

Staff Type

Term - Full-Time

Term End Date

One year from date of hire.

Status

Non-Exempt

Pay

Hourly: $18.27 - $23.50 Commensurate with Experience.

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

10/2/2026

Eligible for Hiring Incentive

No

Eligible for Remote Work

No

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

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.