Office of the Vice President for Research Administrative Coordinator - req# 29439 - University of New Mexico

The University of New Mexico is seeking a highly motivated, dynamic, detail-oriented, and organized individual to join the Office of the Vice President for Research (OVPR) team as an Administrative Coordinator.

The mission of the Office of the Vice President for Research (OVPR) is to advance innovation and discovery. The core of this mission is the research, scholarship, and creative works of UNM faculty. The OVPR seeks to facilitate these activities, resulting in new knowledge and applications of value to academic communities and the public.

Responsibilities of the position include:

• Provide and oversee administrative support for the OVPR. Assist student employees in answering the main phoneline, assisting visitors, maintaining the office conference room (and calendar) and assisting other department staff with administrative activities that may include scheduling assistance, meeting preparation, etc. Serve as back-up to student employees.
• Serve as the primary departmental P-card holder, responsible for purchasing supplies and coordinating travel for departmental staff. Maintain printer/copier agreements, departmental parking permit purchases, departmental fuel card and other departmental requirements as needed. Perform the appropriate reconciliations per university policies and guidelines.
• Serves as the primary point of direct administrative contact and liaison with other offices, individuals, and external institutions and agencies for the OVPR. Includes overseeing the OVPR e-mail inbox correspondence and responses and organizing and facilitating meetings for the OVPR.
• Provide support for departmental events including contracting with vendors (internal and external), managing registration lists, set-up/break-down and other administrative items.
• Provide support for departmental meetings including scheduling, creation of agendas/minutes, identifying appropriate location, set-up/break-down and meeting follow up.
• Serve as the primary timekeeper for the department entering time per University policy and guidelines and maintain records accordingly. Includes creating and submitting labor redistributions as needed.
• Provide administrative support to the Associate VPR, Assistant VPRs, and Associate Director of Finance & Administration, maintaining schedules, calendaring, and other miscellaneous tasks as necessary.
• Serve as primary contact for OVPR facilities needs including entering service tickets for maintenance, and IT issues. Follow up as needed until issues are resolved.
• Serve as back-up to OVPR Executive Assistant, providing confidential secretarial and administrative support to the Executive Leadership team in the OVPR.
• Maintain, monitor and order allowed office supply inventory.
• Miscellaneous job-related duties as assigned.

The ideal candidate for this position will be an experienced administrative professional who possesses outstanding organizational, communication, and planning skills. In addition, this individual will have a strong customer service approach.

See the Position Description for additional information.

• 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.

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 experience providing administrative support and management of confidential materials.
• Outstanding communications skills - verbal and written.
• Excellent coordination and follow through abilities.
• Experience with or the ability to quickly learn university financial systems and procurement practices including P-Cards, purchasing, special exceptions, Chrome River, time sheets, and travel reimbursement processes.
• Experience with academic event planning.
• Proficiency or advanced skills with Microsoft Office Suite, including Word, Excel, and PowerPoint.
• Experience scheduling and coordinating meetings.
• Experience with facilities, inventory tracking, and/or space management.
• Excellent interpersonal, teamwork & problem-solving skills.

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.

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.