Administrative Officer (Div)

The University of New Mexico Health Sciences Center Office of Research is seeking an experienced professional, highly organized, goal-driven, multi- tasker to join our dynamic Central Administration team as an Administrative Officer. This position will directly support the Vice President for Research. It is a complex position that requires an individual who is able to secure confidential information and who excels at managing multiple competing deadlines and responsibilities.

This position requires someone who has outstanding professional communication skills (both written and verbal), executive level support experience, demonstrates follow-through skills and dedication to high quality output.

This individual will be responsible for:

* Oversees and administers the day-to-day activities for the VPR office; develops policies, procedures, and systems which ensure productive and efficient office operation.

* Provides and/or oversees provision of staff support to the office, to include handling walk-up and phone interactions, maintaining calendars and travel arrangements, screening, analyzing, and responding to incoming correspondence, handling day-to-day problems and situations, and provision of secretarial support.

* Serves as the primary point of initial contact on administrative and operational matters for internal and external constituencies, to include faculty, staff, student governance groups, and the community at large; independently researches and prioritizes incoming issues and determines appropriate course of action, referral, and/or response.

* Provide high level administrative support to the Vice President for Research and Office of Research Administration.

* Will manage multiple Outlook calendars, serve as the principle point of contact for the VPR office with internal and external constituencies.

* Will perform research analysis on specific issues, as required, and independently prepare non-routine documents (correspondence and reports), which may be highly sensitive and confidential.

* Organizes and facilitates meetings, conferences, and other special events; coordinates and attends committee meetings, and participates in committee discussions, as appropriate.

* Supervises the work of other administrative staff, including assigning workload and monitoring employee performance.

* Oversees and facilitates resources management and administration procedures and documentation for the VPR.

* Provides assistance in the understanding and interpretation of University policies and procedures, as appropriate, and ensures that office operations are following policy provisions and standards.

* Assists in the coordination, supervision, and completion of special projects, as appropriate.

* Performs miscellaneous job-related duties as assigned.

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 7 years of experience related to the duties and responsibilities specified, of which at least 2 should be directly related to managing at least one of the functional areas of fiscal services, administration and/or human resources.

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

• 3+ years of progressively responsible administrative experience, preferably in an academic, research, or healthcare environment.
• Experience managing budgets, contracts, and personnel processes.
• Prior experience working within the University of New Mexico (UNM) system is strongly preferred.

Technical Skills

• Proficiency in financial management systems (e.g., Banner, MyReports, Chrome River).
• Advanced skills in Microsoft Office Suite (Excel, Word, PowerPoint) and data analysis tools (e.g. Smartsheet).
• Familiarity with grant administration and compliance (NIH, NSF, etc.).

Leadership & Communication

• Strong leadership and team management abilities.
• Excellent written and verbal communication skills.
• Experience working collaboratively across departments and with senior leadership.

Strategic & Operational Thinking

• Demonstrated ability to develop and implement administrative policies and procedures.
• Strong problem-solving and decision-making skills.
• Ability to manage multiple priorities in a fast-paced environment.

Compliance & Risk Management

• Knowledge of institutional policies, federal regulations, and ethical standards related to research and finance.

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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.