Administrative Assistant to the Director - req# 29229

The Office of Medical Student Affairs is seeking an organized, detail-oriented individual who works effectively and independently in a multi-task environment. The Administrative Assistant to the Dean serves as the primary point of contact for internal and external customers on all matters pertaining to the Office of Medical Student Affairs. The responsibilities for this position include providing front desk support, monitoring and responding to all student, staff and faculty inquiries, and providing upper-level administrative support to the Associate Dean of Students, two faculty Co-Directors of Advisement, the Manager of Student Support, and Learning Communities Specialist.

This individual will be responsible for processing purchases by use of a P-Card, processing travel reimbursements for faculty and staff, and providing front desk support. In addition, this position will be responsible for editing student handbooks and course catalogs, creating, and maintaining Smart Sheets and surveys, and generating reports from data collected.
Training in obtaining, maintaining, and reconciling a Pcard, as well as training in UNM Travel regulations and cash management practices will be provided to the successful incumbent. This individual must have excellent customer service and high-level oral and written communication skills, and an advanced level of knowledge of Microsoft Outlook. Microsoft Word and Excel, Smart Sheets, and a basic understanding of Microsoft Access.

Will advise and assist students on scheduling and compliance requirements and processes, responding to inquiries via phone, email, and in person. Develop data collection goals that align with the institution’s mission as well as the objectives of the national accrediting body. Evaluate data collection processes, making suggestions for improvement as needed.

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.

Note: The Best Consideration Date has been extended to 5/6/2024.

See the Position Description for additional information.

• 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.
• If located at the UNM Children's Campus, successful candidate must pass a comprehensive post-offer, pre-employment criminal and New Mexico Children, Youth and Families Department (CYFD) fingerprint background check, and a continued successful status will be verified by periodic future background checks.

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 in scheduling and coordinating meetings for executive leadership
• Experience working in an academic setting
• Detail conscious
• Ability to stay organized
• Good written and oral communication skills
• Editing and compiling catalogs and handbooks
• Webpage management

Proficiency with:

• MS Word
• MS Excel
• Smart Sheets
• MS Access
• MS Outlook
• Banner

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.