Job Description

Admin Assistant to Exec Dir

Requisition IDreq11524
Working TitleAdmin Assistant to Exec Dir
Position Grade10
Position Summary

The University of New Mexico Health Sciences Center Office of Research is seeking an experienced professional, highly organized, goal-driven, multi- tasker to join our dynamic Central Administration team as an Administrative Assistant to Executive Director. It is a challenging position that requires an individual who excels at managing multiple competing deadlines and responsibilities.

This position requires someone who has outstanding professional communication skills (both written and verbal), executive level support experience, demonstrated follow-through skills and dedication to high quality output.

This individual will be responsible for:

  • Oversees and administers the day-to-day activities of the Executive Vice Chancellor of Research
  • Scheduling and travel arrangements for Executive Vice Chancellor
  • Serve as the administrative liaison for a myriad of components that directly support research infrastructure and resources for the Executive Vice Chancellor.
  • Responsible to organize and facilitate meetings, conferences and other special events that involve the Executive Vice Chancellor.
  • Meeting coordination including the preparation of agendas and minutes for the Executive Vice Chancellor, OR Executive Leadership meetings and others as necessary.
  • Compile and prepare reports for internal leadership and external agencies.
  • Assists in the coordination, supervision, and completion of special projects, as appropriate. Provide Administrative support to the Executive Vice Chancellor management, this includes being involved with smaller tasks that are requested of you and in turn will help out the unit.
  • Tracking of departmental timeline requirements including sending deadline reminders, aggregating results and preparing draft reports.
  • Provides and/or oversees provision of support to the Executive Vice Chancellor, to include handling walk-up and phone interactions, maintaining calendars and travel arrangements, screening, analyzing, and responding to incoming correspondence, handling day-to-day problems and situations, and provision of secretarial support.
  • Purchasing activities - items over $5K. P-Card and PO transactions-complete purchasing as requested and required.
  • Complete reimbursements for the Executive Vice Chancellor or his staff if needed.

See the Position Description for additional information.

Conditions of Employment
Minimum Qualifications

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.

Preferred QualificationsA Bachelor's Degree
Experience providing executive level administrative support
Extensive advanced experience with Microsoft Office Suite including Outlook for email and calendaring, Word, Access, PowerPoint and Excel
Outstanding professional writing skills
Experience with meeting coordination
Experience taking, transcribing and editing recorded or written meeting minutes
Experience in project management
Experience using Survey Monkey
P-card use and reconciliation experience
Additional Requirements
CampusHealth Sciences Center (HSC) - Albuquerque, NM
DepartmentHSC O/R General Administration (189B)
Employment TypeStaff
Staff TypeRegular - Full-Time
Term End Date
StatusNon-Exempt
Pay$13.62 to $20.43/hr
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 Date12/16/2019
Application InstructionsResume, Cover Letter and 3 supervisor references - Cover letter should reflect your writing skills.

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

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