UNM's Facilities Management (FM) Department is looking for an experienced Administrative Coordinator. Reporting to the Facilities Management Director, this position will perform and/or oversee a variety of associated administrative, fiscal, staff support, and planning activities, some of which require advanced or specialized knowledge and skills, such as work management, equipment, facilities, inventory management, specialized recordkeeping and database management, and/or specified information-gathering projects and tasks. This person will serve as the first point of contact for the FM Director. This position requires strong verbal, written, organizational, and interpersonal skills as well as the ability to work independently and maintain confidentiality.

The ideal candidate will have experience in, and familiarity with facilities management in a university setting. The person selected for this position will prepare correspondence, maintain, and manage multiple databases, take minutes at weekly and monthly meetings, process invoices and receive merchandise.

This person coordinates and facilitates meetings, program functions, and/or special events, as appropriate; trains and oversees lower graded staff and/or students; and may coordinate specified administrative/fiscal activities and reporting across multiple organizational units within the department.

To learn about our department, visit: https://fm.unm.edu/

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.

Experience in (Including but not limited to):

• Experience in a high-volume environment: Demonstrated ability to thrive and perform effectively in a very busy work environment, handling multiple tasks simultaneously while maintaining accuracy and attention to detail.
  Institutional knowledge: Familiarity with university policies, procedures, and systems relevant to facilities management, including understanding of procurement processes, budgeting, and financial reporting specific to educational institutions.
• Advanced Coordination Skills: Scheduling appointments and maintaining calendars, Coordinating meetings, conferences, and travel.
• Advanced work management skills: Proven experience in coordinating work orders, scheduling maintenance tasks, and managing equipment inventory within a facilities management context, preferably in an educational setting.
  Database management proficiency: Experience in utilizing and maintaining complex databases, including but not limited to work management software, financial systems (e.g., Banner), and specialized databases relevant to facilities management operations.
• Demonstrated confidentiality: Track record of handling sensitive information with discretion and maintaining confidentiality in accordance with organizational policies and legal requirements.
  Leadership and training experience: Previous experience in training and overseeing lower graded staff and/or students, demonstrating strong leadership and mentorship skills within an administrative context.
  Financial acumen: Experience with P-Card reconciliation processes and familiarity with financial software beyond basic usage, showcasing the ability to handle fiscal responsibilities effectively within a departmental context.
• Excellent communication skills: Strong verbal and written communication skills, including the ability to write business letters, memos, and reports, and to effectively communicate with diverse stakeholders both within and outside the organization.
• Detail-oriented and organized: Demonstrated ability to proofread documents for accuracy, maintain organized unit files, and manage calendars and appointments efficiently.
• Proficiency in:
• Microsoft Office
• Using Outlook for email and calendar purposes
• Writing business letters/memos
• Proofreading documents for accuracy
• Creating Excel spreadsheets and PowerPoint presentations
• P-Card reconciliation Previous or current P-Card holder
• Using Banner and/or other financial software
• Work management software

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.