Admin Assistant 3

The University of New Mexico•Albuquerque, NM

18h•Hybrid

About The Position

The University of New Mexico’s Project ECHO has an exciting opportunity for an Administrative Assistant 3 to join our ECHO for Diabetes and Multiple Chronic Conditions (E4DMMC) Project Team. The Administrative Assistant 3 will play a key role in supporting a PCORI funded clinical trials study, the Research, Evaluation, Data & Insights (REDI) Team, and coordinating various other administrative activities. Project ECHO is committed to democratizing implementation of best practices in healthcare, education and other areas where first mile professionals need support. We do this by training universities, nonprofits, and dedicated individuals on facilitation skills and how to set up robust virtual communities of practice to be able to scale their own expertise and missions to the benefit of their local communities. Over the past 20 years, Project ECHO and our partners have trained more than 1,000 partners who make up our global network of Universities, ministries of health, and NGOs around the world. Examples of programs we and others run include infectious disease control (Hepatitis C, HIV), mental health and addiction treatment, literacy, math, climate mitigation and many more. Project ECHO is funded in part by philanthropic grants and gifts from organizations such as the GE Foundation, the Helmsley Charitable Trust, the Bristol Myers Squibb Foundation, the Merck Foundation, Robert Wood Johnson Foundation and the US Government. Additionally, for programming benefitting New Mexico we receive support from the NM Legislature, the New Mexico Human Services Department and the New Mexico Department of Health. Project ECHO prides itself on being a values-based organization and inclusive place to work. Our seven values include: Service to the Underserved, Democratization of Knowledge, Mutual Trust and Respect, Teamwork, Excellence and Accountability, Innovation and Learning and Joy of Work. We strive to find individuals who can embrace and exemplify these values. In 2023, Project ECHO was named one of Albuquerque’s Top Three Best Places to Work in 2023. This award recognizes organizations of all sizes with exceptional climates, team atmospheres, benefits, and employee engagement. We work with partners all over the world and work hours outside of normal business hours may be required. We are fortunate to have access to advanced technology, which will require some teleworking.

Requirements

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.

Nice To Haves

Experience managing calendars, coordinating meetings, developing agendas, recording meeting notes, and maintaining project documentation.
Experience processing purchases, tracking budgets and expenditures, reconciling expenses, and maintaining financial records.
Proficiency with Microsoft Office Suite, including advanced skills in Outlook.
Strong organizational skills with demonstrated ability to manage multiple priorities while maintaining attention to detail and meeting deadlines.
Experience editing and formatting manuscripts, and/or scientific conference presentations and posters.

Responsibilities

Providing administrative support to the clinical trial study Project Director, Project Operations Director, and project team as well as manage shared study calendar, inbox, correspondence, and track and monitor study team availability and leave.
Coordinating and scheduling meetings that have attendees with complex calendars, gathering agenda items, preparing and distributing meeting agendas, coordinating meeting logistics, operating Zoom meetings, taking and distributing meeting notes, and maintaining meeting records and related documentation in online systems (Box and Confluence).
Serving as the trial study team's Purchasing Card (PCard) holder and processing approved purchases in accordance with Project ECHO and UNM policies and procedures.
Procuring meeting supplies, software and vendor licenses, participant incentives, food, educational materials, and other project-related items.
Managing travel approvals, reimbursements, expense tracking, honoraria, participant stipends and financial recordkeeping in accordance with ECHO Travel procedures and ECHO Finance policy, developing and maintaining tracking systems for study expenses.
Supporting project manager in coordinating project activities, deliverables, and timelines.
Assisting with tracking project milestones, action items, and task completion across study teams.
Collecting, organizing, and maintaining project documentation, study records, and electronic files in Box and other project management systems.
Assisting with participant attendance tracking, participant roster creation and maintenance, preparation and distribution of study materials, and other operational activities supporting study implementation.
Preparing and maintaining up-to-date project documentation including standard operating procedures for study tools and processes.
Providing backup support for project tracking tools, including Gantt charts and related reporting activities.
Supporting the Community Engagement Manager in coordinating communications and activities with advisory panel members, including assisting with meeting scheduling, meeting preparation, correspondence, newsletters, and dissemination activities.
Coordinating and tracking advisory panel travel, reimbursement and stipend processing.
Planning and coordinating event logistics including meeting space reservations, catering, audiovisual needs, participant materials, room setup, and on-site support.
Supporting site visit planning by coordinating study team schedules, travel approvals, and purchasing food, materials, and supplies.
Assisting with incentives including procuring branded merchandise according to UNM policy, coordinating participant incentive deliveries, and providing correspondence and materials as needed.
Preparing, editing, proofreading, and formatting technical and administrative materials, including study protocols, manuscripts, presentations, reports, newsletters, meeting materials, and poster presentations.
Assisting with the development of PowerPoint presentations, project communications, and other dissemination materials.
Maintaining accurate project documentation and supporting consistency across study communications.
Managing the REDI Team Director's calendar and supporting leadership scheduling needs, and drafting letter/email communication on behalf of the director.
Maintaining the REDI Team’s calendar and schedule of events.
Coordinating and supporting the REDI Team’s meetings and activities, including meeting logistics, scheduling, documentation, communications, setup, and tear down.