Operations Specialist

The Office of the University Secretary (OUS) is seeking a self-motivated,
team-oriented Operations Specialist responsible for providing high level administrative
support to UNM Faculty Governance committees including but not limited to the
Academic Freedom and Tenure Committee, Faculty Senate Policy Committee, Faculty
Senate Ethics Advisory Committee, and the Faculty Senate Health Sciences Center
Council. This position will primarily
manage the policy development and revision process and provide project support
for maintenance and upkeep of the UNM Faculty Handbook.

About the Office of the University Secretary
OUS is headed by the University
Secretary who reports directly to the provost. The leadership of the Academic
Freedom and Tenure Committee, Committee on Governance, Faculty Senate, and
various Faculty Senate committees rely on the information and advice from the
University Secretary, providing the main source of continuity for faculty
governance. The office also provides administrative support to the 26 Faculty
Senate standing committees and various ad hoc faculty governance committees.
Additionally, OUS
is responsible for the UNM Commencement ceremonies, held in the spring and fall
of each year and First-Year Convocation, held each August. The OUS staff work
as a team to support the success of these events.

Operation Specialist Key Responsibilities:

• Compiles, organizes, and evaluates information necessary to develop and prepare University policy recommendations, comparison of policy issues at other universities, and federal, state and University regulations.
• Consults, interacts, or collaborates with faculty, other internal/external staff, and/or consultants to facilitate the successful implementation of new or revised policies, programs, and procedures, and to ensure the implementation and administration of program objectives.
• Responsible for updating and maintaining the UNM Faculty Handbook, including creating and adhering to template formats to create consistency. Works with faculty governance committees to create or update policy content.
• Establishes priorities and scheduling to committees and provides specialized advice, facilitation, and support to management, faculty, and staff in the development and implementation of effective systems, procedures, programs, and/or practices within the office.
• Provides administrative assistance to the University Secretary in handling confidential records, managing complaints that come before faculty governance committees, and planning logistical arrangements for meetings or hearings.
• Provides support to the formal academic ceremonies including University Commencement, the campus-wide graduation ceremony for all students (spring and fall) and First-Year convocation (August) as a member of the OUS team.
• Maintains appropriate records of management and statistical information and represents the University Secretary on committees as needed.
• Performs miscellaneous job-related duties and manages projects as assigned to support the OUS team.

Knowledge, Skills and Abilities:

• Skilled in the use of personal computers and related software applications.
• Skilled in organizing resources and establishing priorities.
• Records maintenance skills such as public records management, historical archiving, or database development.
• Ability to develop, evaluate, and edit the content, structure, and format of written materials.
• Advanced verbal and written communication skills.
• Strong interpersonal skills and the ability to effectively communicate with a wide range of individuals and constituencies in a diverse community.
• Working knowledge and specialist skills in one or more designated core operational areas, such as administrative, business, fiscal, or human resources management in an academic environment.
• Demonstrated knowledge of higher education policy.
• Ability to manage projects and prioritize duties.

See the Position Description for additional information.

High school diploma or GED; at least 7 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.

• Bachelor's Degree.
• Demonstrated project management experience.
• Demonstrated executive or high-level administrative experience including managing schedules, taking meeting minutes or notes, and creating executive-level communications.
• Skills in developing policy and documenting procedure.
• Demonstrated ability to maintain confidentiality and protect and manage sensitive information.
• Demonstrated experience in using Microsoft Office, Microsoft Teams, Zoom, and web-based content management systems.

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.