Admin Assistant 3- COPH

The University of New Mexico, College of Population Health (COPH) invites applications for an Administrative Assistant 3 for the area of Administration. This Administrative Assistant will provide administrative support functions of the College in collaboration with College staff. The Administrative Assistant will work closely with the Unit Administrator to oversee a variety of associated administrative, fiscal, staff support, and planning activities, as well as scheduling and organizational needs of the College.

The COPH at the University of New Mexico's Health Sciences Center, serves New Mexico's communities, government and non-profit agencies, businesses and health-related organizations. The College and Health Sciences Center have deep connections to our diverse Native, Latino/Hispanic and African American communities, with missions to improve the health and health equity of low income, underrepresented minority, and other vulnerable populations. The COPH houses three education programs: the Bachelor of Science in Population Health (BSPH) and the Master of Public Health (MPH) and the newly created PhD in Health Equity Sciences.

This position:

• Provides administrative support for the administration team, to include managing schedules/calendars, making travel arrangements, screening and handling telephone communications, greeting and directing visitors, and managing administrative problems and inquiries as appropriate.
• Serves as the primary P-card holder and LoboMart initiator responsible for purchasing supplies, books, computer equipment, merchant cards, food and locations for events, and coordinating travel, both in-state and out-of-state, (hotel, flights, rental car, processing per diem, reimbursements) for faculty and staff.
• Organizes and takes minutes for in-person and remote meetings via Zoom or Teams, plans all aspects of conferences, and other special events such as convocation or research related events.
• Gathers, enters, and/or updates data to maintain records and databases, as appropriate; establishes and maintains files and records for the office.
• Composes and prepares written documentation and correspondence; screens and evaluates incoming and outgoing correspondence and prepares responses as appropriate.
• Perform miscellaneous job-related duties as assigned.

See the Position Description for additional information.

• If this position is assigned to the Athletics Department, either administratively or functionally, compliance with all NCAA rules and regulations is required.
• 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.
• All regular, non-temporary positions assigned to this classification are represented by a labor union and subject to the terms and conditions of the US-UNM Collective Bargaining Agreement.

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 with P-card purchasing, LoboMart, reimbursements, honorariums, and knowledge of Chrome River system processes.
• Experience with Banner.
• Knowledge of maintaining office equipment such as printers and copiers.
• Excellent customer service skills and problem solving skills.
• Intermediate to Advanced knowledge of Microsoft Office - Word, PPT, Excel, and Smartsheets.
• Experience with Zoom and Teams.
• Experience with front desk duties such as answering and transferring calls and greeting visitors.
• Must be detailed oriented and have strong organizational skills.

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.

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.