Administrative Coordinator

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 Coordinator. 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). This position will support our Executive Director, Director of Finance, Deputy Director and HR Officer. This candidate will be the admin support for the HSC Office of Research, executive level support experience, demonstrated follow-through skills and dedication to high quality output.

Duties Include:

• Scheduling and travel arrangements for Office of Research Faculty and Staff. Serve as the administrative liaison for a myriad of components that directly support research infrastructure and resources for the Office of Research and it's departments.
• Serves as a primary point of direct administrative contact and liaison with all HSC OR departments and individuals within the departments, and external institutions and agencies on a range of specified issues; coordination of special projects, meetings, retreats, conferences and other departmental events.
• Compile and prepare reports for internal leadership and external agencies which includes annual report and faculty survey. Work very closely with OR executive leadership and be a support member of the Executive Planning group, and several OR consortium committees and organizations.
• Gather, enter and update data to maintain the HSC Office of Research website, the entire OR departmental contact list and listserv.
• Manage and help develop specific projects for the OR and it's departments as needed throughout the year. Plan and coordinate high visibility events for the HSC OR. This will include working with leadership and UNM HSC faculty to plan their attendance and presentations, promoting events within the university, and making all arrangements for space and refreshments, this includes the HSC OR Staff Merrit Awards.
• Composes and prepares written documentation/memos for the VPR and leadership and correspondence for the OR; Reviews incoming and outgoing correspondence/emails and prepares responses as appropriate.
• Coordinates and oversees the day-to-day management of supplies, equipment, and facilities for the Office of Research, as appropriate, to include maintenance, logistics, security, remodels and related activities.
• Meeting coordination including the preparation of agendas and minutes for OR departmental meetings, OR Executive Leadership meetings and others as necessary. Tracking of departmental timeline requirements including sending deadline reminders, aggregating results and preparing draft reports. Track committee memberships, and compile dosimetry report for RCC meeting
• Purchasing activities - items over $5K. P-Card and PO transactions-complete purchasing as requested and required for the OR departments. Monitors, reconciles, and assists with fiscal administration for the unit, including but not limited to payroll, travel, and/or purchasing; Complete reimbursements for the Office of Research Faculty and Staff.
• Serves as the OR Logo Liaison which includes managing the Office of Research Marq account, and creating UNM-Health Sciences branded media content. Sends OOR logos and templates to staff/faculty and answers questions related to branding
• HR activities that include scheduling recruited applicants for interviews, setting up itineraries/travel arrangements for VIPs and chaperoning the VIPS/applicants on Campus. Attending staff interviews when necessary.
• Manage AIG data base in RedCap, Send AIG memos and proposals to VPR
• Complete facilities work orders and surplus tickets for OOR
• Design and develop and manage and maintain the Smartsheet forms/tracking sheets for Office of Research including: Purchase Request forms, and Monthly leave forms.

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.

A Bachelor's Degree

Experience providing executive level administrative support

Extensive advanced experience with Microsoft Office Suite including Outlook for email and calendaring, Word, 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 Smartsheets

P-card use and reconciliation experience

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.

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.