Admin Assistant to Exec Dir (req34594)

Requisition ID: req34594

Working Title: Admin Assistant to Exec Dir

Position Grade: 10

Position Summary

The Department of Pediatrics is seeking a proactive, highly organized, independent 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 and prioritizing tasks. 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.

Minimum Qualifications

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.

Preferred Qualifications

• 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.

Campus: Health Sciences Center (HSC) – Albuquerque, NM

Department: Pediatrics Administration Division (997B)

Employment Type: Staff

Staff Type: Regular – Full-Time

Status: Non-Exempt

Pay: Hourly: $19.56 – $26.58

Benefits Eligible
This is a benefits eligible position. The University of New Mexico provides a comprehensive package of benefits including medical, dental, vision, and life insurance. In addition, UNM offers educational benefits through the tuition remission and dependent education programs. See the Benefits home page for a more information.

ERB Statement
As a condition of employment, eligible employees working greater than .25 FTE as determined by the New Mexico Education Retirement Act must make mandatory retirement contributions. For more information, review the Benefits Eligibility at a Glance grid.

Background Check Required: Yes

For Best Consideration Date: 9/22/2025

Eligible for Remote Work
No

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