Admin Assistant 3 - req# 33112

The Department of Pediatrics is seeking a highly organized and proactive Administrative Assistant III to support essential departmental operations and processes. This position plays a critical role in maintaining administrative systems, ensuring data accuracy, supporting compliance activities, and assisting with various faculty and staff needs.

The ideal candidate is detail-oriented, dependable, and comfortable juggling multiple priorities in a dynamic academic environment. This role is well-suited for someone who enjoys tracking information, organizing materials, and providing dependable support across a variety of ongoing projects and initiatives.

Key Responsibilities:

• Oversee and track key departmental processes such as faculty leave, LAT submissions, hand hygiene compliance, N95 fit testing, OPPEs, quality improvement efforts, and volunteer/shadow documentation
• Run reports and manage related data to ensure accuracy, consistency, and compliance with institutional standards
• Draft and edit a variety of written materials including SOPs, memos, brochures, and internal documents
• Maintain organized databases and document repositories
• Monitor and reconcile division purchasing needs, including office supplies, technology, and event-related expenses
• Update department systems related to faculty/staff onboarding and offboarding (e.g., email lists, hallway monitors, tracking logs)
• Provide logistical and administrative support for department meetings, events, and committees-including scheduling, preparation, and follow-up
• Assist with faculty and administrative HR-related activities, including hiring, onboarding, calendar coordination, and general communications

See the Position Description for additional information.

• If this position is assigned to the Athletics Department, either administratively or functionally, compliance with all NCAA rules and regulations is required.
• 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.
• All regular, non-temporary positions assigned to this classification are represented by a labor union and subject to the terms and conditions of the US-UNM Collective Bargaining Agreement.

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.

• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Experience with document management systems (e.g., SharePoint, Smartsheets, Adobe)
• Ability to draft, edit, and organize written communication and procedural documents
• Demonstrated ability to manage multiple priorities and maintain attention to detail
• Strong interpersonal, written, and verbal communication skills
• Experience working in an academic or healthcare administrative setting preferred
• Associate’s or Bachelor’s degree in business, administration, or a related field is preferred

Only applications submitted throughthe official UNMJobs site will be accepted. If you are viewing this jobadvertisement on a 3rd party site, pleasevisit 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.