Admin Assistant to the Dean - req# 31642 - University of New Mexico

The College of Pharmacy is seeking a skilled individual to fill the role of Administrative Assistant to the Dean. The successful candidate will provide comprehensive administrative support to the Dean and under their direction, provide administrative support for the Deans office operations and committees. Applicants should have experience assisting executive leadership and collaborating with a variety of stakeholders.

The successful candidate will be prompt, organized, and self-sufficient who has a proven track of communicating, collaborating, and meeting deadlines. They will possess strong organizational skills, strong attention to detail, and the ability to handle confidential information with discretion. The successful candidate will be able to interact with a variety of audiences in a professional manner with demonstrated emotional intelligence and cultural sensitivity. They must be a self-starter, consistently demonstrating initiative with an ability to solve problems, pursue goals, and operate with minimal supervision while open to feedback from the executive team.

Duties and Responsibilities Include:

• Monitors and assists managing the Deans calendar: making appointments, providing meeting support, making travel arrangements for hosting guests of the University, and ensures the daily and weekly scheduling needs of the Dean are met, while maintaining standards of professionalism and confidentiality.
• Manages office communications including telephone communications and online video conferences, addressing administrative issues and fielding inquiries, acts as a primary point of contact between the office and external constituencies. Facilitates document signatures and workflow, prepares memos, etc. Prepares document drafts and gather approvals and signatures.
• Collaborate with the Deans Executive Leadership team and other administrative staff to the benefit of the Colleges events, operations, and communications as needed.
• Gathers, enters, and updates data to maintain office records, lists, and other records, managing sensitive documents and data in a secure and confidential manner. Provide support for preparing and updating strategic documents and plans.
• Assists with organizing and facilitating meetings and College events: coordinating and scheduling dates, times, venues/room reservations, parking reservations, attendance (invitations, sign-ins, etc.), drafting agendas, meeting minutes, follow-up action items, and reporting IT/facilities issues for meeting rooms. Manages attendees lists, communicates and prepares information for printed programs, hosting VIPs, etc. Provides constructive feedback in event debrief meetings.
• Manages the day-to-day operations of the office including procuring office supplies, ensuring office equipment and presentation equipment is functional before meetings, and report facilities issues as they arise.
• Miscellaneous duties as assigned.

See the Position Description for additional information.

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.

• Prior UNM experience in an academic, executive administration office
• Experience working with sensitive information and a history of maintaining confidentiality.
• Demonstrated skills in organizing multiple projects with short and long-term deadlines with various collaborators and stakeholders.
• Experience managing daily business needs.
• Experience planning and booking travel, events, large business meetings, etc.
• Experience authoring professional communication, drafting memos, office announcements, etc.
• Demonstrated detailed records maintenance and version control to ensure accurate and organized data and document management.
• Experience with procurement, reconciliations, managing budgets and adherence to fiscal policies.
• Technology competency with Microsoft Office (specifically Word and Outlook), Smartsheets, ticketing systems, and other UNM enterprise resources systems.

Only applications submitted throughthe official UNMJobs site will be accepted. If you are viewing this jobadvertisement on a 3rd party site, pleasevisit 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.