Executive Assistant, Office of the Vice President for Student Affairs

****THE BEST CONSIDERATION DATE HAS BEEN EXTENDED TO 12.16.2024****

The Division of Student Affairs (DSA) at The University of New Mexico is seeking a highly motivated, detail-oriented, and proactive administrative support professional to join the Office of the Vice President for Student Affairs (OVPSA) as Executive Assistant. DSA is comprised of units and services that are dedicated to advancing the quality, cohesiveness, and cultural relevancy of the student experience on the Albuquerque campus and beyond.

This position will offer executive-level support to the Vice President for Student Affairs (VPSA), who serves as UNM’s leading voice on matters related to students while advancing the institution’s mission and strategic goals. The successful candidate should be well-organized, have great time management skills and must be able to act independently. This person will serve as the primary point of contact for both internal and external constituencies on all matters pertaining to the OVPSA, and assist and represent the VPSA in communications, including those of a sensitive and/or confidential nature. In addition, this person will manage a variety of special projects, some of which may have institutional impact, as well as provide administrative leadership and direction for divisional processes. The ideal candidate will possess outstanding communication skills (both written and verbal), have strong organizational and prioritization skills and will work closely with other members of the team to professionally represent the VPSA to internal and external constituencies.

Duties and Responsibilities

• Provide executive support to the Vice President for Student Affairs and other members of the Division of Student Affairs Executive Leadership team.
• Manage the calendar and coordinate complex and time-sensitive meetings.
• Serve as the primary point of initial contact on matters directed to the OVPSA; independently research and prioritize incoming issues and determine appropriate course of action, referral, and/or response.
• Supervise administrative support staff and student employees including hiring, performance evaluation, goal-setting, coaching, training, work allocation, and problem resolution.
• Manage updates (by working with executive leadership) to DSA strategic plan.
• Coordinate activities related to the OVPSA leadership and committee meetings, including preparing agendas and presentations, minute taking, and logistics.
• Compose and prepare written documentation and correspondence on behalf of the VPSA.
• Serve as hiring search coordinator as needed.
• Coordinate the VPSA’s travel arrangements.
• Organize and facilitate high-profile events and programs.
• Monitor internal email mailboxes and respond accordingly.
• Process travel and expense reimbursements for staff.
• Process bi-weekly and monthly payroll.
• Open, sort, and distribute all incoming and outgoing mail and other correspondence.
• Maintain departmental files, records, and databases.
• Coordinate the day-to-day management of supplies, equipment, and facilities of the department.
• Assist with other projects as determined by the needs of the department’s management.
• Maintain confidential information.
• Other duties as assigned.

See the Position Description for additional information.

High school diploma or GED; at least 2 years of experience managing at least one of the following functional areas: fiscal services, administration and/or human resources AND 3 years of additional 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.

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.

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.