Staff Council Administrator

The University of New Mexico UNM Staff Council is seeking a service-oriented initiative-taking and collaborative professional to serve as the Staff Council Administrator. This position plays a vital role in supporting the day-to-day operations, events, and programs of the Staff Council Office and works hand-in-hand with the Councils committees, executive leadership, and general membership to promote transparency, facilitate effective communication, and help achieve Staff Council goals.

The successful candidate will be present at Council and committee meetings, coordinate and communicate budgetary plans, and consistently seek to educate members on funding use and operational processes. They will also provide meaningful onboarding for new Council leaders as well as ongoing resources and guidance for all Council members. By taking a collaborative and customer-service approach, the Staff Council Administrator ensures a supportive and engaging environment that furthers the Staff Councils mission to serve the UNM community.

Duties and Responsibilities

Office Administration

• Oversee the daily operations of the Staff Council Office, including membership management, meeting coordination, and record-keeping. • Ensure compliance with the Staff Councils governing documents, university policies, and parliamentary procedures. • Provide administrative support to the Staff Council President, Executive Committee, and various committees. • Manage and track Staff Council appointments, resignations, and committee participation. • Assist in administering the Standard Operating Procedure (SOP) for the yearly transition of the Staff Council President Elect to President. • Train and supervise student employees or lower-level staff as needed.

Committee & Council Support

• Attend Staff Council events, committee meetings, and retreats to provide logistical and administrative support. • Offer resources and guidance to committees on project timelines, budgeting, and event coordination. • Serve as a consistent point of contact for Staff Council, working closely as an Ex Officio member of the Staff Council Executive Committee to ensure questions and concerns are addressed promptly or delegated to the respective Staff Council Committee as necessary. • Provide onboarding for the incoming Council President and other new Council leaders, covering bylaws, resources, and best practices. • Assist the Council in defining goals, tracking progress, and offering solutions to help committees achieve objectives. • Maintain centralized documentation for Council operations to ensure continuity and alignment with strategic initiatives.

Service & Communication

• Embody a service-first mindset by providing proactive assistance to the Council and its members. • Coordinates Staff Council communications, such as building and disseminating newsletters, updating website content, maintaining listservs, and assisting with social media posts. • Develops promotional materials as needed. • Maintain clear and consistent lines of communication with the Executive Committee, committees, and general membership. • Manage the Staff Council SharePoint Teams and OneDrive sites and troubleshoot IT-related issues for surveys and listservs.

Financial Management

• Develop and oversee the Staff Councils annual budget, ensuring transparent management of operational, project, and awards funding. • Work with the Staff Councils Treasurer to get a better understanding of how Staff Council budgets are spent and keep track of funding requests from Staff Council to maintain a balanced budget. • Provide regular updates on funding use to Council members and committees, educating them on financial processes. • Process and reconcile purchasing transactions, award stipends, and ensure compliance with UNM financial policies.

Event & Award Coordination

• Work with Staff Council Committees to plan and execute 20 Staff Council events annually, ranging from recognition programs to community service projects. • Coordinate event logistics, room reservations, catering, program development, and guest speakers. • Collaborate with university leadership to administer staff recognition and award programs.

Membership & Elections Management

• Administer annual Staff Council elections, ensuring adherence to established election policies and procedures. • Facilitate onboarding and training for new Council and committee members, including transparent voting results and resolutions. • Manage all membership records to ensure accuracy and smooth transitions.

Strategic Planning & Engagement

• Support initiatives that enhance staff engagement and encourage widespread participation in Council activities. • Conduct research and collect data when necessary to assist Council in decision-making and projects. • Assist in planning special projects and community engagement efforts that strengthen the Councils outreach.