Administrative Coordinator

The College of Pharmacy is seeking an adept individual to fill the role of Administrative Coordinator. This position involves providing comprehensive administrative support to senior administrative faculty and the department of Pharmacy Practice and Administrative Sciences. The ideal candidate will serve as a primary point of contact for internal and external stakeholders. Duties include managing schedules, document workflow, coordinating travel arrangements, facilitating communication, and organizing events. The role also entails data management, budget monitoring, and overseeing office logistics. The ideal candidate will possess strong organizational skills, attention to detail, and the ability to handle confidential information with discretion. They will have experience with procurement, reconciliations, and financial documents. Familiarity with providing guidance on policy and procedures, professional communications, hosting guests in a official capacity, and knowledge of basic fiscal controls is required.
Duties and Responsibilities

• Provide administrative support to the department chair and chair committees, including preparation of meeting packets, department memos, collection of evaluation responses, drafting advisory letters and recommendations, and conducting survey polls.
• Aid in the authoring and revision of department policies, procedures, and manuals.
• Coordinate meetings, retreats, and other events, handling announcements, managing attendee lists, developing agendas, and organizing catering arrangements.
• Maintain department occupation and lab records, overseeing occupancy assignments and authorizations, and facilitating change requests for review and approval by the budget and planning committee.
• Manage facilities management tickets, central inventory requests, and office space equipment leasing and maintenance.
• Assist with expense reconciliation, ensuring accuracy of expenses such as telecom, P-Card, travel reimbursements, etc.
• Assist graduate students with graduation ceremonies, including ordering white coats.
• Lead the adoption, implementation, and maintenance of technology solutions to streamline administrative procedures and enhance productivity, with a focus on process improvement initiatives.
• Update department notices, signage, and host guideline documents, as well as manage travel arrangements for guest speakers and lecturers.
• Coordinate renewal of secondary appointments with College HR office, provide timekeeping assistance, and maintain faculty department directory and site updates.
• Assist in ensuring faculty and staff complete mandatory trainings, track badge access for students, and communicate reminders to delinquent employees.
• Communicate labor distribution reports to faculty for research staff, manage term end dates for research staff, and facilitate employee term renewals and new labor distributions.
• Facilitate the recruitment and onboarding of new graduate students and research assistants, liaising with faculty mentors, College Student Affairs Office, and other relevant parties to ensure smooth transitions and adherence to deadlines.

See the Position Description for additional information.

• Employees who provide services or work in patient care or clinical areas are required to be in compliance with the University's influenza vaccination requirement.

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 with department purchasing, equipment leases, inventory management, and/or expense reconciliation.
• Experience with a diverse customer base
• Experience planning and booking travel, events, large business meetings, etc.
• Experience hosting guests of the organization, hospitality and accommodation considerations.
• Experience with advisement to leadership on policy and procedures, history of assisting colleagues and leadership with compliance.
• Experience issuing professional communication, drafting memos, sending announcements, drafting newsletters, etc.
• Demonstrated detailed records maintenance and version control to ensure accurate and organized data and document management. Audit experience is a plus.
• Technology competency with Microsoft Office, Smartsheet, Chrome River, Banner, or other UNM financial or  HR systems.
• Experience working with sensitive information and a history of maintaining confidentiality.

Only applications submitted through the official UNMJobs site will be accepted. If you are viewing this job advertisement on a 3rd party site, please visit 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.