Administrative Coordinator at The… · Albuquerq…

Administrative Coordinator

Requisition ID

req33549

Working Title

Administrative Coordinator

Position Grade

10

Position Summary

The College of Pharmacy (https://hsc.unm.edu/pharmacy/) is seeking a resourceful, dynamic, and experienced individual to join its team. Since 1945, the College of Pharmacy has been educating students as the only College of Pharmacy in the state of New Mexico. The College is a supportive environment that leads to lifelong connections and success through a 7:1 student-to-faculty ratio, cutting-edge curriculum, and personalized mentorship. We are 5th in the U.S. in NIH funding, empowering groundbreaking research in environmental toxicology (human exposure to heavy metals and microplastics) and Substance Use Disorder, producing innovators who drive change in healthcare research. The College of Pharmacy has graduated over 3,400 students and 81% of New Mexico’s pharmacist workforce are UNM College of Pharmacy alumni.

Nestled in the heart of UNM’s Health Sciences Campus, it is active in advancing pharmacy practice and clinical care at the state and national level. In joining the College of Pharmacy, you will be helping to achieve its mission to develop pharmacists, educators and scientists in an inclusive environment whose leadership, dedication and innovation improves the health of our communities. Your impact can be felt for generations in improving health outcomes for New Mexico’s diverse population.

As an Administrative Coordinator, you’ll play a crucial role in managing day-to-day operations, coordinating projects, and ensuring everything runs seamlessly. You’ll have the opportunity to collaborate across departments, oversee financial and administrative functions, and contribute to a positive, efficient workplace. This is an on-site position.

Duties and Responsibilities

1. Serve as the department receptionist, assisting faculty, staff, and students with inquiries related to business operations and scheduling availability.
2. Serve as the central point of contact for administrative and operational support, maintaining confidentiality in all sensitive matters.
3. Liaison with other departments and external organizations, submitting requests for repairs, IT support, and securing copy machine leases, procuring service and supplies.
4. Maintain department files, records, and data management systems; make data available for meetings and retreats as needed.
5. Receive, distribute, and send mail/packages, including managing FedEx shipments.
6. Facilitates onboarding for new hires, coordinating training and meetings with College and University staff.
7. Draft communications (memos, notices, etc.) for the Department Chair’s review before department distribution.
8. Prepare and distribute monthly faculty meeting agendas and minutes.
9. Organize department conference room scheduling for faculty, postdoctoral fellows, staff, and students.
10. Track adjunct professor status and letters of academic title
11. Plan and coordinate department events, including faculty meetings, faculty retreats, workshops and conferences.
12. Schedule and coordinate weekly seminars, managing speaker logistics, vendor accounts, travel arrangements, honoraria, and refreshments.
13. Processing bi-weekly payroll for non-exempt employees and leave processing for exempt employees.
14. Duties as assigned.

See the Position Description for additional information.

Conditions of Employment

• 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.

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

Preferred Qualifications

1. Experience serving in roles within Higher Education.
2. Strong evidence of managing calendars, meetings, retreats and minute-taking.
3. Experience with Zoom, Microsoft Teams, and other collaboration tools.
4. Strong evidence of experience with Microsoft Office including Word, Excel, and PowerPoint.
5. Detailed oriented and have strong organizational skills.
6. Experience with procurement.
7. Experience with ERP systems such as UNM’s Ellucian Banner system.
8. Experience working in a higher education, academic and/or health science setting.

Additional Requirements

Campus

Health Sciences Center (HSC) - Albuquerque, NM

Department

Pharmacy Deans Office (401A)

Employment Type

Staff

Staff Type

Regular - Full-Time

Term End Date

Status

Non-Exempt

Pay

Hourly: $18.81 to $25.56

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

Eligible for Remote Work

No

Eligible for Remote Work Statement

Application Instructions

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.

A complete application will include:

1. Complete Online Application

2. Resume

Positions posted with a Staff Type of Regular or Term are eligible for the Veteran Preference Program. See the Veteran Preference Program webpagefor 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.