Job Description

Admin Assistant to Exec Dir

Requisition IDreq7047
Working TitleAssistant to Department Chair
Position Grade10
Position Summary

The Department of Internal Medicine, Office of the Chairman has a tremendous opportunity for a detail oriented individual who is motivated and can work effectively and independently in a multi-tasking environment. This position requires a high level of interaction amongst several entities, both internal and external to the University. This is an especially exciting time, as the department is a rapidly growing enterprise. The ideal candidate will be responsible for the day-to-day support of the Department Chairman. The responsibility includes the coordination and management of the Chairman's calendar, independently preparing a variety of written correspondence, screening and responding to incoming phone calls and/or e-mail correspondence, problem solving and managing the Chair's conference room schedule.

The position will require holding a P-Card. The individual will possess the knowledge, skills and ability to coordinate travel arrangements, order supplies and organize catering for regularly scheduled meetings. Other duties involve coordinating the Departmental Annual Report, preparing and/or editing PowerPoint slides for the Chairman, taking minutes at Executive level meetings, managing the departmental listservs, serving as the Chairman's social media initiatives, assist with organizing events hosted by the Chairman and may assist with the preparation of contract and/or grant paperwork.

This is a high-energy, demanding position of which the ideal professional should have a customer-service approach to his/her support for the Chair. The ideal candidate will be self-motivated, responsible and reliable; flexible and organized with demonstrated follow-through. Excellent administrative and communication skills, both verbal and written, are a must.

The Department of Internal Medicine is a large, progressive department with a diverse staff working in dedicated teams to provide quality work in an organized, effective and efficient manner through innovation, training, and education. Through our collaborative work effort, we support the faculty and enhance the missions of the department, school, Health Sciences Center and University.

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 Qualifications
  • Proficiency in Microsoft Office Suite and Prezi;
  • Experience with purchasing cards for a company/organization;
  • Bachelor's Degree;
  • Previous experience providing administrative supporting at an Executive Level;
  • Experience preparing contract and/or grant paperwork;
  • Experience with coordinating events and/or luncheons;
  • Previous experience managing complex calendars;
  • Demonstrated excellence in organizational and communication skills.
Additional Requirements
CampusHealth Sciences Center (HSC) - Albuquerque, NM
DepartmentIM Central Administration (852B)
Employment TypeStaff
Staff TypeRegular - Full-Time
Term End Date
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 Date11/6/2018
Application InstructionsCover Letter detailing your directly related experience


List of at least 3 supervisory references

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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