QNM-I Admin Assistant 3

Admin Assistant 3The 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 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.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 managementApplication Instructions:Only applications submitted through the official UNMJobs site will be accepted. If you are viewing this job advertisement on a 3rd party site, please visit UNMJobs to submit an application. A completed application includes a resume/CV, cover letter, and three professional references. Incomplete applications will not be considered.