Administrative Coordinator

Administrative Coordinator

Requisition  Working Title Administrative Coordinator Position Grade 10 Position Summary

The Center for Teaching and Learning (CTL) is a unified collective of many excellent initiatives that include Student Learning Assistance, Graduate Support, Teaching Support, and Digital Learning. Our department is committed to helping all UNM undergraduate and graduate students achieve success.

CTL is seeking an Administrative Coordinator. This candidate will be responsible for the coordination and support of daily administrative activities in a dynamic service unit consisting of 30+ technical and administrative staff across three main operating units. The Administrative Coordinator provides high-level administrative, coordination, and communications support to the Administrative, Leadership, and Fiscal Teams for CTL, helping them support their mission to deliver exemplary student and faculty support.

This role is central to the effective functioning of CTL, supporting leadership, programs, and partners through proactive scheduling, communications management, meeting coordination, purchasing, record keeping, high-level event planning and execution, and serves as first-level support to ensure department administrative practices align with university, local, state, and federal regulations. The candidate will serve as a key organizational hub for CTL activities, ensuring meetings, convenings, and day-to-day administrative operations run smoothly and professionally.

The position requires excellent organizational skills, strong written communication abilities, discretion, and the capacity to manage multiple priorities in a fast-paced, community-engaged academic environment with a high degree of professionalism and integrity.

This is a full-time, benefits eligible position.

Interested candidates should submit a resume and cover letter for consideration. The cover letter should address your experience and career goals as an administrative support team member in the university setting. Your application will not be considered without a cover letter.

Knowledge, Skills and Abilities Required:

Applicants should have experience with the following:

* Preparing and/or editing routine correspondence, including sending reminder emails to unit Directors and all CTL staff to facilitate organization of group meetings.

* Scheduling, calendaring and logistical meeting support for Executive Director and unit Directors.

* Acting as a purchasing agent for the unit; departmental P-card holder/experience in purchasing and budget planning

* Professional experience in administrative support in a higher education setting.

* Proficiency with standard office software and collaboration tools (e.g., Microsoft Outlook, Word, Excel, Teams, Zoom).

* Experience with UNM fiscal and purchasing processes and systems such as Banner 9, Chrome River, UNMJobs, and Lobo Mart

* Serving as the primary event planner for the unit supporting various program specific events, including set-up, tear-down, budget, staffing and hospitality.

* Primary management of room reservations for internal spaces and requests for external spaces.

* Managing updates to department website.

* Managing various email accounts including responses to general inquiries.

* Coordinating routine document processing in both paper-based and digital systems with accuracy. Maintaining databases to track hospitality and outreach events.

* Preparing meeting agendas and meeting minutes/summaries.

* Collaborating with department faculty and staff, maintain partner relationships across campus, and promote CTL and its services to the UNM community

* Establishing, maintaining, processing, and updating files, records, certificates, and/or other documents.

* Performing basic, routine bookkeeping functions, which may involve simple billing and cash receipt activities.

* May instruct and oversee the activities of student employees performing the same type of work.

* May serve as Campus Security Authority as outlined by the Clery Act.

* Performs miscellaneous job-related duties as assigned.

See the Position Description for additional information.

Conditions of Employment

* 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.

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

* Experience working with a diverse group of internal and external constituents to complete projects.

* Ability to multi-task and prioritize duties.

* Demonstrated ability to maintain confidentiality and protect sensitive information.

* Demonstrated experience with event planning.

* Experience supporting Senior Leadership

* Demonstrated ability to improve…