Administrative Coordinator- Executive Office

The University of New Mexico-Taos is seeking an experienced, motivated, and detail-oriented administrative professional to support the executive functions and daily operations of a growing college campus.  The primary responsibility for this position is providing support to the Chancellor.

The Administrative Coordinator performs a variety of associated administrative, fiscal, staff support and planning activities, some of which require knowledge and skill in record keeping, database management, information gathering, and written correspondences. The administrative coordinator uses technology, programs, and applications to plan and facilitate meetings, program functions, and or special events, and may coordinate specified administrative activities across multiple departments.

The ideal candidate will be a team player with strong communication, interpersonal, critical thinking, and problem-solving skills.  The candidate will demonstrate a history of integrity, showing the ability to maintain the highest level of professionalism and confidentiality. 

This position will be responsible for a wide variety of projects and tasks including:

·        Writes and edits correspondence (emails, memos, letters, etc.) for submission to internal and external audiences such as UNM-Main Campus, the New Mexico Higher Education Department, local, state, and federal governmental agencies, and internal UNM-Taos staff, students, and faculty; prepares reports, presentations, newsletters, and other publications as needed.

·        Manages calendar(s) including scheduling of meetings, travel, training sessions, consultations, staff leave and other special events.

·        Supports the activities of the UNM-Taos advisory board, including scheduling, agenda development, meeting proceedings, minutes, and record keeping.

·        Researches information, compiles statistics, and gathers and computes various data; prepares special and/or one-time reports, summaries, and presentations; or replies to inquiries, selecting relevant data from a variety of sources.

·        Organizes administrative documents and files (physical and electronic).

·        Coordinates regular staff meetings, including scheduling, venue reservations, catering (if needed), note taking and archiving.  

·        Staffs the reception area in the Executive Office: greets and directs visitors; answers queries and/or directs to more appropriate staff members, as appropriate.  Trains and supervises work study students who support these responsibilities.

·         Manages inventory, purchasing, maintenance, and organization of office supplies.

·        Coordinates, travel arrangements and makes reservations for travel logistics including airfare, hotel, rental cars, and conference registration. Prepares travel reimbursements and performs account reconciliations for all institutional purchases made for the UNM-Taos executive office.   

·        Assists with the planning and organization of events and special projects.

·        Performs other job-related duties as assigned.

Why work at UNM-Taos?

Thank you for your interest in employment at The University of New Mexico-Taos.

The University of New Mexico-Taos, one of the four branch campuses of the state’s flagship institution, UNM. UNM-Taos is a comprehensive community college serving the region from “cradle to career” with an award-winning early childhood education and care center; pre-college programs including high school equivalency, dual enrollment and early college; vocational and technical courses and short-term certificates; associate degrees in ten programs; transfer and articulation to four-year institutions in New Mexico and surrounding states, career readiness, adult basic education, and lifelong learning opportunities.

Located approximately 130 miles north of Albuquerque, UNM-Taos is the only college within a 50-mile radius. Nestled between the Rio Grande, Sangre de Christo Mountains, and the ancestral lands of the Taos Pueblo, we are tightly connected to the unique rural, multicultural, and historically rich communities we serve and as such, UNM-Taos epitomizes the term “community college”.

UNM-Taos serves over 1,100 students from a service area including the counties of Taos, Rio Arriba and Colfax, and the Pueblo Nations of Taos and Picuris. The UNM-Taos student body is representative of its communities, with 52% Hispanic and 9% Native American enrollment in fall 2020, making it one of the most diverse student bodies in the state. Our student population is comprised of non-traditional and first-generation students. UNM-Taos is the recipient of several federal grants including three TRIO programs (Upward Bound Math & Science, Student Support Services, and Veterans Upward Bound), Hispanic Serving Institution (HSI) grants including Title V and Title III: Part F STEM, USDA NIFA and LIFT, and most recently, a National Science Foundation (NSF) grant.

About 80% of UNM-Taos alumni remain in the area and provide valuable contributions to the region's intellectual life, economy, cultural community, and primary industries including healthcare, tourism, and construction. 

The last decade at UNM-Taos has seen transformative and remarkable growth. From state-of-the-art facilities to future classroom renovations, a nationally-accredited nursing program, award-winning Early Childhood Education and Care program and learning lab, and the rising reputations of the Natural Resources Management, and Film and Digital Media Arts programs, meaningful collaboration with the community focused on scholarship, internship, and workforce development, UNM-Taos’ roots are spreading deeper and stronger every year.

Drawing on nationally recognized and research-based practices, such as Guided Pathways, UNM-Taos is committed to academic excellence, which starts with professionals who advise, instruct, and support students in achieving their educational and career goals. In this way, our campus promotes an environment of learning, encourages a growth mindset, and prioritizes continuous improvement both inside the classroom and outside the classroom with a commitment to mentorship and professional development opportunities for our faculty and staff. UNM-Taos professionals draw on high impact practices that increase inclusion and equity such as culturally relevant pedagogy, teaching to learn, and creating a sense of community and belonging college-wide.

What makes UNM-Taos special is our shared commitment to student engagement, learning, and success as defined by each student, whether that is transferring to four-year programs, entering the workforce, gaining new skills to change career paths, or personal enrichment. UNM-Taos provides academic and social supports and wrap around services to promote equitable outcomes for our students.

People from various identities and experiences make UNM-Taos grow and thrive. We offer opportunities for everyone—teachers and researchers, business professionals, skilled tradespeople, and many, many more—in an environment that values the unique experiences and perspectives each of us bring. Join the UNM-Taos familia today!

For firsthand information on why UNM is a great place to work and learn, visit UNM Proud to hear directly from university employees, faculty, students, and alumni. In addition to all the University has to offer, you have the added benefit of living in Taos, New Mexico — a land rich with art, history, culture, and outdoor activities. For more about life in Taos, visit taos.org and NewMexicoTrue. Women, minorities, veterans, and individuals with disabilities are encouraged to apply.

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.

1. 3-5 years business-related experience; previously served as an Executive Assistant or Office Assistant/Manager preferred.
2. Perceptive and prepared with the demonstrated ability to work independently and proficient in prioritizing time and maximizing workflow to ensure that goals are accomplished and the daily operations run efficiently.  The ideal candidate should have creative problem solving and resourcefulness skills and must be able to multi-task on various projects simultaneously.
3. Demonstrated ability to perform clerical and administrative duties in an organized fashion with the ability to proactively assess a project, possible outcomes and plan contingent solutions.
4.  Demonstrated experience and literacy in Microsoft Outlook with a high proficiency in calendar functions directly related to scheduling and email management.  Must be proficient in Microsoft Office Suite and competent in the use and creation of zoom and other teleconferencing modalities. 
5. 3-5 years of experience in coordinating special event and activities to include meetings, workshops, trainings, open houses, breakfast and lunch meetings and conference set-ups that require food services, etc.
6. Demonstrated interpersonal skills required as the successful candidate will serve as the liaison between internal and external staff and executives and will interface with community and government entities and boards.  The ideal candidate will have cultural competence and cultural humility skills and understanding as well as a high degree of emotional intelligence along with a good sense of humor. 
7. Associate Degree or higher
8. Bilingual preferred (English/Spanish)

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.