Administrative Coordinator - req# 32854

1. Serve as the central point of contact for administrative and operational support, maintaining confidentiality in all sensitive matters.
2. Act as a liaison with other departments and external organizations, submitting requests for repairs, IT support, and securing copy machine leases, service and supplies.
3. Maintain department files, records, and data management systems; makes data available for meetings and retreats as needed.
4. Receive, distribute, and send mail/packages, including managing FedEx shipments and supplies.
5. Serve as the department receptionist, assisting faculty, staff, and students with inquiries.
6. Facilitates onboarding for new hires, coordinating training and meetings with College and University staff.
7. Monitor contract end dates for department employees, coordinate renewal approvals, and submit information to HR.
8. Draft communications (memos, notices, etc.) for the Department Chair’s review before department distribution.
9. Prepare and distribute monthly faculty meeting agendas and minutes.
10. Organize department conference room scheduling for faculty, postdoctoral fellows, staff, and students.
11. Track adjunct professor appointments and coordinate new appointments or requests as needed
12. Work with graduate students and the COP Accountant to process Research Assistant contracts and department award forms.
13. Coordinate H-1B visa applications, coordinating with faculty, Global Education Office (GEO), and University Counsel.
14. Develop and modify Smartsheet forms and processes for contract requests, onboarding, room reservations, and maintenance ticketing.
15. Assist in problem-solving, program planning, and execution of department initiatives.
16. Serve on the College’s internal Policy Alignment Workgroup (iPAW) and the Onboarding Workgroup.
17. Plan and coordinate department events, including faculty meetings, faculty retreats, workshops and conferences.
18. Schedule and coordinate weekly PHRM 493/593 seminars, managing speaker logistics, vendor accounts, travel arrangements, honoraria, and refreshments.
19. Monitor, reconcile, and assist with the department fiscal administration, including bi-weekly payroll for non-exempt employees and leave processing for exempt employees.
20. Procure office supplies and assist with inventory efforts.

• Strong written and verbal communication abilities.

• Proficiency in Microsoft Office

• Ability to prioritize tasks, manage multiple projects, and meet deadlines.

• Strong problem-solving skills with keen attention to detail.

• Ability to maintain confidentiality and professionalism.

• Experience training or supervising others is a plus!

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.

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.

• Strong evidence of managing calendars, meetings, and retreats and minute-taking.
• Experience with Zoom, Microsoft Teams, and other collaboration tools.
• Strong evidence of experience with Microsoft Office including Word, Excel, and PowerPoint.
• Detailed oriented and have strong organizational skills.
• Experience with P-card purchasing, LoboMart, and knowledge of Chrome River system processes.
• Experience with ERP systems such as UNM’s Ellucian Banner system.
• Experience working in an higher education, academic and/or health science setting.

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.

A complete application will include:

1. Complete Online Application

2. Resume

3. Cover Letter

4. Provide phone and email contact information for three references. Supervisory references are preferred, but not required.

Applications that do not include a cover letter or are otherwise incomplete may not be considered for the position.

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.