Admin Assistant to Exec Dir

The Department of Pediatrics is seeking a proactive, highly organized, and motivated Administrative Assistant to support the Department Chair in a fast-paced academic medical environment. This position is a critical role within the department, serving as a primary point of contact for the Chair's office and working closely with the Department Chair and Administrator to ensure seamless daily operations. As one of the largest departments in the School of Medicine, Pediatrics encompasses over 500 faculty, staff, and students across multiple locations and 18 divisions and centers.

In this role, you will provide high-level executive support to the Department Chair, managing a complex calendar and ensuring that meetings, deadlines, and commitments are met with efficiency and precision. You will oversee the flow of information into and out of the Chair's office, proactively anticipating needs, prioritizing tasks, and streamlining daily operations. With strong problem-solving skills, you will identify opportunities for process improvements, address challenges, and implement solutions that enhance efficiency. Additionally, you will serve as a key liaison, handling departmental communications, drafting reports, and preparing materials that reflect the professionalism and mission of the department. This position requires a high level of discretion and confidentiality in managing sensitive information, as well as the ability to organize and execute meetings, ensuring all logistical details, materials, and follow-ups are handled efficiently and accurately.

The ideal candidate will:

• Demonstrate experience managing workflows and processes in a fast-paced leadership office, ensuring the smooth coordination of schedules, communications, and priorities.
• Strong organizational skills, with the ability to think proactively, prioritize tasks, and adapt to shifting demands.
• Ability to anticipate needs and take initiative in supporting the Chair's administrative responsibilities.
• Expert calendar management, ensuring the Chair's meetings, deadlines, and commitments are met efficiently.
• Analytical and problem-solving skills to identify challenges, recommend solutions, and drive process improvements.
• High level of discretion and sound judgment, capable of handling sensitive matters with professionalism and confidentiality.
• Exceptional time management and follow-through, maintaining a strong sense of urgency while representing the department and leadership in a positive, professional manner.
• Excellent communication skills, both written and verbal, for effective interaction via phone, email, note-taking, departmental communications, reports, and marketing materials.

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.

• Experience providing executive level administrative support, preferably in a leadership office or director-level setting.
• Proficiency in administrative tools and office management systems, including Microsoft Office Suite (Outlook, PowerPoint, Word, Excel, SharePoint), Adobe products, Zoom, Smartsheets, and other relevant technologies.
• Strong time management skills, with the ability to meet deadlines and handle competing priorities effectively.
• Excellent written communication skills, with experience drafting professional correspondence, reports, and other documents.
• Proven ability to multitask and prioritize tasks in a fast-paced work environment.
• Associate's or Bachelor's degree in business, administration, or a related field preferred.

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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.