Admin Assistant 3

The University of New Mexico•Albuquerque, NM

1d•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 role supports the Standardized Patient (SP) program and performance exams for Phase I, Phase I-2, Phase II, and Phase III medical students. It coordinates casting for internal and external Standardized Patient curricular activities and manages student files and test documents while maintaining confidentiality. The position interacts with students, staff, and faculty, and provides support to the director, Operations and SP Program managers, staff, and students. The role handles SP and Clinical Teaching Associate hiring and employment changes, casting and activity communications, file maintenance, payroll data entry, and exam preparation. It also provides backup front desk support and assists with other projects as department needs arise. The position is based at the Health Sciences Center in Albuquerque, New Mexico. On-site presence is required, although flexible telecommuting may be available after the probationary/training period. Normal working hours are Monday through Friday, 8 a.m. to 5 p.m.; occasional Saturday or evening work may be required.

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 year for year.
Ability to comply with the University's influenza vaccination requirement if providing services or working in patient care or clinical areas.
Compliance with NCAA rules and regulations if assigned to the Athletics Department.

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 travel reimbursements and purchases, and Banner time entry.
Detail-oriented with strong organizational skills.
Excellent written and oral communication skills.
Team player who is also resourceful and able to work effectively independently.
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 from an internal Access database, Excel, and Word, and maintain the databases.
Contact and notify Standardized Patients, including sending casting emails and confirmation letters with confidential case documents.
Coordinate Doctoring and outside casting for non-UME activities, including Nursing, Pharmacy, PT, PA, and Anesthesia, and send confirmed SPs cases, parking passes, and full activity information.
Handle Standardized Patient and Clinical Teaching Associate hiring, including arranging interviews, contacting candidates, compiling candidate information, hiring approved candidates on UNMjobs, and guiding candidates through post-hiring Human Resources procedures.
Process SP 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 SP payroll data using Banner.
Assist with exam preparation, setup, and takedown.
Assist with other projects as determined by department management.
Provide backup front desk coverage to meet the needs of students, faculty, and staff effectively, promptly, and cordially.