Admin Assistant to Dir

University of New Mexico•Albuquerque, NM

1d•$19 - $25•Hybrid

About The Position

The UNM Department of Psychiatry and Behavioral Sciences is seeking an outgoing, highly motivated professional to join the administrative team as an Administrative Assistant to the Director. This person will support Department Vice-Chairs, program directors and other faculty and staff. They will interact with multiple aspects of our complex department--a large department with approximately 250 faulty, staff and learners in multiple facilities and divisions. The ideal candidate will be extremely organized, articulate, well focused, and creative, with excellent customer service skills, a "can-do" attitude and the ability to maintain confidentiality. The position requires a positive and self-motivated individual with demonstrated problem solving, interpersonal and communication skills. Responsibilities of this position include: Provide confidential secretarial and administrative support for department directors/vice chairs/leadership: composing correspondence, screening and evaluating incoming and outgoing correspondence; complex scheduling; coordinating travel arrangements; facilitating meetings. Researching information, gathering data, coordinating projects/initiatives; record keeping, report preparation and presentations; data management, reports and summaries. Maintaining databases, records and administrative/organizational systems, working extensively in Smartsheet, inputting data and creating systems, tracking admin processes, contracts and administrative tasks. Fiscal responsibilities: purchasing supplies; booking travel; membership renewals, etc. Tracking budget allocations; performing expense reconciliation and reporting. Holding and maintaining in good standing a UNM Purchasing card. Serving as key point of contact - being present on-site, desk reception, managing phones. The Department of Psychiatry & Behavioral Sciences is a multi-division department within the UNM School of Medicine. We provide excellent, innovative education to residents, medical students, and health professionals; the highest quality mental health care to the citizens of New Mexico; and pursue outstanding multidisciplinary research that helps solve important health problems. Find out more here: https://hsc.unm.edu/medicine/departments/psychiatry/ See the Position Description for additional information.

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

Proven excellence in providing effective administrative support at the director level
Demonstrated experience coordinating complex meetings and travel
Proficiency in MS Office programs and Smartsheet
Experience with UNM Banner, Chrome River, and UNM policies and procedures
Strong interpersonal, written and verbal communication skills
Track record of providing excellent customer service

Responsibilities

Provide confidential secretarial and administrative support for department directors/vice chairs/leadership: composing correspondence, screening and evaluating incoming and outgoing correspondence; complex scheduling; coordinating travel arrangements; facilitating meetings.
Researching information, gathering data, coordinating projects/initiatives; record keeping, report preparation and presentations; data management, reports and summaries.
Maintaining databases, records and administrative/organizational systems, working extensively in Smartsheet, inputting data and creating systems, tracking admin processes, contracts and administrative tasks.
Fiscal responsibilities: purchasing supplies; booking travel; membership renewals, etc. Tracking budget allocations; performing expense reconciliation and reporting. Holding and maintaining in good standing a UNM Purchasing card.
Serving as key point of contact - being present on-site, desk reception, managing phones.