Admin Assistant 3

***BEST CONSIDERATION DATE HAS BEEN EXTENDED TO 11.22.2024***

The Department of Molecular Genetics and Microbiology is seeking a driven person for our Administrative Assistant 3 position. This position will provide daily programmatic, operational, and administrative support to the department and its faculty and their lab staff as they work on new and ongoing research for current grant funds, pilots, collaborations, extramural funding projects etc. The selected candidate will report directly to the Department Administrator. This position will assist with, but not limited to the following:

• Scheduling and creating agendas for various meetings as well as generating minutes and tracking meeting attendance.
• Being a liaison between distinct departments, and/or external constituencies to organize such meetings appropriately according to effective times.
• Organizing seminars and symposia in-house related to P20 funding, therefore utilizing communication channels via list-servs on UNM-HSC campus.
• Processing time entry for exempt and non-exempt faculty, staff and students.
• Working with HR and UNM Jobs for creating job postings.
• Assisting the department accountant with reconciling P20 indices.
• Assisting faculty and staff with grant continuation and new grant submissions with Pre-Award Office, creating Internal Budget Worksheets, Award Budget Sheets, etc. This role will support grant and/or proposal writing as appropriate to the objectives and funding nature of the Request For Applications per funding institute.
• Assisting with making travel arrangements for individuals attending conferences.
• Processing financial reimbursements for faculty & staff that are attending conferences, including external constituencies who may attend organized symposia/seminars or facility workshops.
• Tracking publications by facility users, equipment purchases/service contracts, grant outputs by individuals being awarded funds, and memberships for various individuals (both internal and external constituencies).
• Utilizing Smartsheet, tracking and placing orders as requested by lab staff and approved by faculty, via PCard and
• Purchase Orders. This role will assist with the purchase of equipment for ongoing research as well as service contracts, equipment maintenance, and other projects as determined by the needs of the department.

An individual with a strong work ethic, efficient teamwork, and a self-starter is vital. For such a position, the ability to set and self-manage priorities, as well as adapt to change and last-minute work assignments is essential in this fast pace environment. A cover letter, reflecting efficient writing skills is required to be considered for this position.

See the Position Description for additional information.

• If this position is assigned to the Athletics Department, either administratively or functionally, compliance with all NCAA rules and regulations is required.
• 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.
• All regular, non-temporary positions assigned to this classification are represented by a labor union and subject to the terms and conditions of the US-UNM Collective Bargaining Agreement.

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 working with Chrome River
• Experience working with Smartsheet
• Experience working with Banner 9
• Experience working in a fast-paced environment
• Team-player
• Effective writing skills

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.