Admin Assistant 3 - req# 34505

Assessment & Learning within the Office of Undergraduate Medical Education is hiring an Administrative Assistant 3 to support complex program processes related to medical student assessment. Responsibilities include supporting the Standardized Patient (SP) program, supporting performance exams for Phase I, Phase I-2, Phase II, and Phase III medical students, coordinating casting for external and internal Standardized Patient curricular activities, coordinating student files and test documents to maintain confidentiality. The individual must be comfortable interacting with a diverse constituency, which includes students, staff and faculty.
Primary duties/responsibilities for this position:
•Provide support for the director, Operations and SP Program managers, staff and students.
•Create casting lists from an internal access database, in addition to Excel and Word, as well as maintaining these databases.
•Contact and notify SPs, sending casting emails and confirmation letters with confidential case documents.
•Coordinate all Doctoring and outside casting (all non-UME activities like Nursing, Pharmacy, PT, PA, Anesthesia, etc), including sending out materials (cases, parking passes, full activity information) to confirmed SPs.
•Handle all Standardized Patient and Clinical Teaching Associates hiring, including setting up the interview, contacting potential SP/CTA candidates, compiling candidate information, and hiring approved candidates on UNMjobs, then shepherding candidates through post-hiring Human Resources procedures.
•Responsible for SP employment adjustments including changes in appointment percentages (via EPANs) and separation/resignations (via EPAFs).
•Responsible for upkeep of all UNMjob listings (typically there are seven listings, based on age ranges) which have to be removed from the UNMjobs website each fiscal year and replaced with updated job listings. 
•Maintain Standardized Patient and student files, ensuring that ethical and legal guidelines are maintained.
•Act as secondary timekeeper, using Banner for SP payroll data entry.
•Assist with exam preparation, set-up and take down.
•Assisting with other projects as determined by the needs of the department’s management.
•Backup support for front desk duties to assure that customer needs of students, faculty and staff are met in an effective, timely and cordial

Finalists should be prepared to provide official educational transcripts if selected for hire. 
Applicants must provide names of 3 past or present supervisors as references that the hiring official can contact.

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.

•Experience with providing administrative support, including facilitating employee travel
•Experience in scheduling and coordinating meetings
•Experience with the financial and purchasing systems including Banner Finance, Banner journal entries, and Chrome River (PCard) travel reimbursements and purchases, and Banner time entry.
•Detail oriented with strong organizational skills
•Excellent written and oral communication skills
•Team player with the ability to also be resourceful and work effectively independently
•Experience working with confidential information
•Experience with databases
•Experience administering performance assessments for medical students
 
Proficiency with:
•MS Word
•MS Excel
•MS Outlook
•Banner
•Chrome River
•MS Access
•Sharepoint

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.