Admin Assistant 3

University of New Mexico•Albuquerque, NM

2d•$18 - $24•Hybrid

About The Position

Assessment & Learning within the Office of Undergraduate Medical Education is hiring an Administrative Assistant 3 to support complex program processes related to medical student assessment. The position supports the Standardized Patient (SP) program and performance exams for Phase I, Phase I-2, Phase II, and Phase III medical students; coordinates casting for internal and external Standardized Patient curricular activities; and maintains student files and test documents confidentially. The role interacts with students, staff, faculty, Standardized Patients, and Clinical Teaching Associates. The position provides administrative, hiring, payroll, records, and exam support for the director, Operations and SP Program managers, staff, and students. The role is based at the Health Sciences Center in Albuquerque, New Mexico. On-site presence is required, though flexible telecommuting may be available after the probationary/training period. Regular hours are Monday through Friday, 8 a.m. to 5 p.m.; occasional Saturday or evening work may be required depending on department needs.

Requirements

High school diploma or GED.
At least 5 years of experience directly related to the duties and responsibilities; completed degrees above the minimum education requirement may substitute for experience on a year-for-year basis.
Ability to work Monday through Friday, 8 a.m. to 5 p.m., with occasional Saturday and/or evening work as department needs require.
Ability to meet the University's influenza vaccination requirement if providing services or working in patient care or clinical areas.
Successful completion of a pre-employment background check.

Nice To Haves

Experience providing administrative support, including facilitating employee travel.
Experience scheduling and coordinating meetings.
Experience with financial and purchasing systems, including Banner Finance, Banner journal entries, Chrome River PCard travel reimbursements and purchases, and Banner time entry.
Strong attention to detail and organizational skills.
Excellent written and oral communication skills.
Ability to work as a team member and independently with resourcefulness.
Experience working with confidential information.
Experience with databases.
Experience administering performance assessments for medical students.
Proficiency with MS Word, MS Excel, MS Outlook, Banner, Chrome River, MS Access, and SharePoint.

Responsibilities

Provide support for the director, Operations and SP Program managers, staff, and students.
Create casting lists using an internal Access database, Excel, and Word, and maintain the related databases.
Contact and notify Standardized Patients, send casting emails, and send confirmation letters with confidential case documents.
Coordinate Doctoring and external casting activities, including those for Nursing, Pharmacy, Physical Therapy, Physician Assistant, and Anesthesia programs; send confirmed Standardized Patients cases, parking passes, and complete activity information.
Manage Standardized Patient and Clinical Teaching Associate hiring, including arranging interviews, contacting candidates, compiling candidate information, hiring approved candidates through UNMjobs, and guiding candidates through post-hiring Human Resources procedures.
Process Standardized Patient employment adjustments, including appointment percentage changes through EPANs and separations or resignations through EPAFs.
Maintain UNMjobs listings, removing and replacing listings each fiscal year.
Maintain Standardized Patient and student files in accordance with ethical and legal guidelines.
Act as secondary timekeeper and enter Standardized Patient payroll data in Banner.
Assist with exam preparation, setup, and takedown.
Assist with other projects as determined by department management.
Provide backup front desk support to meet the needs of students, faculty, and staff effectively, promptly, and cordially.