Job Description

Admin Assistant 2

Requisition IDreq11493
Working TitleAdmin Assistant 2
Position Grade07
Position Summary

The Pharmacy Practice and Administrative Science (PPAS) Department with the College of Pharmacy is seeking a highly motivated individual with a positive attitude to provide administrative support for faculty, staff, and students. This front office position requires someone with excellent communication and customer service skills and the ability to represent the Department in a friendly, professional manner. Excellent teamwork, communication, organizational skills, the ability to manage time effectively, and attention to detail are a must. If you have experience being the "go-to" person, then this job is for you!

Duties and Responsibilities include:

  • Provide support for the Department Chair. Includes managing the Chair’s calendar using Outlook, taking minutes at Departmental meetings, coordinating seminars, assisting visitors, and resolving and/or triaging a range of administrative requests.
  • Responsible for entering department payroll time entry and leave into Banner and maintaining related internal spreadsheets.
  • Assists PPAS faculty and staff with scheduling and coordinating meetings, events, appointments, and other activities. Includes coordinating travel and lodging arrangements, arranging room reservations, ordering food, and facility booking/scheduling.
  • Establishes and maintains files, records, and other documents. Performs basic information gathering for the department administrator; prepares recurring internal reports. Formats documents and develops spreadsheets and reports using Word, Excel, and PowerPoint. Establishes and maintains files, records, and other documents.
  • Assists the Department Administrator with fiscal duties such as processing ChromeRiver travel reimbursements and other expense related purchasing card transactions. Assists with uploading routine fiscal data to department reports. Collects, organizes and files fiscal documents.
  • Provide administrative/calendar management support for the Associate Dean of Clinical Affairs and the Associate Dean of Assessment for the College. Utilize Zoom & Outlook for scheduling, maintaining, and updating calendar meetings such as individual, reoccurring, and contractual. Occasionally use Doodle Poll for scheduling larger groups and work closely with outside/offsite vendors to schedule certain meetings.
  • Responsible for collecting information and content from Department faculty and staff for submission to the College’s newsletter or website.

See the Position Description for additional information.

Conditions of Employment
  • This position is represented by a labor union and is subject to the terms and conditions of the USUNM Collective Bargaining Agreement.
  • If this position is assigned to the Athletics Department, either administratively or functionally, compliance with all NCAA rules and regulations is required.
Minimum Qualifications

High school diploma or GED; at least 3 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
  • Strong written and verbal communication skills
  • Knowledge of UNM travel policies
  • Knowledge of UNM purchasing processes
  • Experience scheduling and coordinating events, including travel arrangements and itineraries
  • Experience with Microsoft Office (primarily Outlook, Excel, and Word)
  • Calendar Management skills
  • Experience with Zoom or teleconferencing
  • Previous experience supporting multiple people in a professional environment
  • Experience with payroll and/or time entry
  • Knowledge of general accounting principles

Additional Requirements
CampusHealth Sciences Center (HSC) - Albuquerque, NM
DepartmentCOP Pharmacy Practice & Admin Scien (511A)
Employment TypeStaff
Staff TypeTerm - Full-Time
Term End Date06/30/2020
StatusNon-Exempt
Pay$10.23 to $15.35
Benefits EligibleThis is a benefits eligible position. The University of New Mexico provides a comprehensive package of benefits including medical, dental, vision, and life insurance. In addition, UNM offers educational benefits through the tuition remission and dependent education programs. See the Benefits home page for a more information.
ERB StatementTemporary and on-call employees working an appointment percentage of 26 (.26 FTE) or greater, per quarter, will be eligible to earn retirement service credits and thus are required to make New Mexico Educational Retirement Board (NMERB) contributions. More information pertaining to your FTE and NMERB contributions can be reviewed on the NMERB Guidelines Clarified webpage.
Background Check RequiredNo
For Best Consideration Date12/8/2019
Application InstructionsComplete Online Application, attach Cover Letter and Resume. In the Offer Letter describe how you meet the qualifications for this position.Provide phone and email contact information for three (current or previous) supervisory references.

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.

Application Instructions

Please click on the link below to apply for this position. A new window will open and direct you to apply at our corporate careers page. We look forward to hearing from you!

Apply Online