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Admin Assistant to Exec Dir

Requisition ID req26568
Working Title Admin Assistant to Exec Dir
Position Grade 10
Position Summary

The Administration Office within the Department of Internal Medicine is seeking an Executive Assistant to the Chair.  The Department of Internal Medicine (DoIM) is the largest and most complex clinical department in the School of Medicine. The DoIM has an annual operating budget of $59 million and encompasses a wide range of clinical divisions, educational units, and research activities.

The Executive Assistant to the Chair manages administrative and communication operations of the DoIM Chair’s office.  This entails a high level of complexity in day-to-day operations and requires a high level of initiative, creativity and personal responsibility. The position coordinates daily and long-range activities of the Chair; triages Chair's correspondence and independently responds on behalf of the Chair; maintains Chair's files; provides administrative support to the Chair including managing a complex calendar, incoming and outgoing correspondence, travel arrangements, and other general office support. The position serves as liaison between the Chair and leadership across the School of Medicine, HSC and University of New Mexico systems, as well as donors, faculty, staff, students, and national and international leaders. In addition, the Assistant to the Chair must continuously interpret, and assess departmental needs and adhere to the rules and regulations set by multiple governing bodies at the University of New Mexico.

Other duties include supporting the Chair’s social media initiatives, assist with organizing events hosted by the Chairman, maintaining departmental listservs, preparing PowerPoint presentations, and taking minutes at Executive-level meetings.

Incumbent must exercise excellent judgment and discretion essential to handling sensitive and confidential matters and the ideal candidate should be self-motivated, reliable, flexible and organized with a demonstrated ability to complete required tasks in a timely way.  Excellent administrative and communication skills - both verbal and written are required.

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
  • Experience performing research and analysis on specific issues, as required, and independently preparing non-routine letters and/or reports, which may be highly sensitive and confidential in nature.
  • Experience providing assistance and support to the Chairman's Office, project planning and management, and development and execution of stated goals and objectives.
  • Experience providing calendar management, coordinating travel arrangements, ordering supplies, organize catering for regular scheduled meetings and departmental events.
  • Experience coordinating social media initiatives for an Executive director, minute taking for Executive level meetings, managing department listserv's and preparing/editing PowerPoint slides.
  • Experience with Microsoft Offices, Outlook email, and ZOOM management
Additional Requirements
Campus Health Sciences Center (HSC) - Albuquerque, NM
Department IM Central Administration (852B)
Employment Type Staff
Staff Type Regular - Full-Time
Term End Date
Status Non-Exempt
Pay Hourly: $18.26 - $24.81
Benefits Eligible This 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 Statement As a condition of employment, eligible employees working greater than .25 FTE as determined by the New Mexico Education Retirement Act must make mandatory retirement contributions. For more information, review the Benefits Eligibility at a Glance grid.
Background Check Required Yes
For Best Consideration Date 8/21/2023
Eligible for Remote Work No
Eligible for Remote Work Statement
Application Instructions

Only applications submitted through the official UNMJobs site will be accepted. If you are viewing this job advertisement on a 3rd party site, please visit UNMJobs to submit an application.

Current resume, cover letter and 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.

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.