Admin Assistant to Dir

University of New Mexico; Albuquerque (NM); Hybrid; USD 26,000 - 33,000; Full time

Job summary

The Administrative Assistant to the Director at University of New Mexico’s Department of Psychiatry and Behavioral Sciences provides confidential administrative support to department leadership, coordinates meetings and travel, and maintains multiple databases across facilities.

The ideal candidate is highly organized with excellent customer service, strong communication skills, and the ability to handle confidential information.

Qualifications

• High school diploma or GED; at least 5 years of experience directly related to duties.
• Completed degree(s) from an accredited institution above the minimum education may be substituted for experience on a year-for-year basis.
• Proven excellence in providing effective administrative support at the director level, coordinating complex meetings and travel.

Responsibilities

• Provide confidential secretarial and administrative support for department leaders: compose correspondence, screen mail, schedule complex meetings; coordinate travel.
• Research information, gather data, coordinate projects; prepare reports and presentations; manage data and summaries.
• Maintain databases and administrative systems; input data in Smartsheet; track admin processes and contracts.
• Handle purchasing, travel bookings, membership renewals; manage budget tracking and expense reporting; maintain Purchasing card.

Skills

Secretarial experience

Scheduling

Travel coordination

Communication

Education

High school diploma or GED

Degree substitution possible

Tools

Smartsheet

MS Office

Job description

Admin Assistant to Dir

The UNM Department of Psychiatry and Behavioral Sciences is seeking an outgoing, highly motivated professional to join the administrative team as an Administrative Assistant to the Director. This person will support Department Vice-Chairs, program directors and other faculty and staff. They will interact with multiple aspects of our complex department--a large department with approximately 250 faulty, staff and learners in multiple facilities and divisions.The ideal candidate will be extremely organized, articulate, well focused, and creative, with excellent customer service skills, a "can-do" attitude and the ability to maintain confidentiality. The position requires a positive and self-motivated individual with demonstrated problem solving, interpersonal and communication skills. Responsibilities of this position include:

• Provide confidential secretarial and administrative support for department directors/vice chairs/leadership: composing correspondence, screening and evaluating incoming and outgoing correspondence; complex scheduling; coordinating travel arrangements; facilitating meetings.
• Researching information, gathering data, coordinating projects/initiatives; record keeping, report preparation and presentations; data management, reports and summaries.

• Maintaining databases, records and administrative/organizational systems, working extensively in Smartsheet, inputting data and creating systems, tracking admin processes, contracts and administrative tasks.
• Fiscal responsibilities: purchasing supplies; booking travel; membership renewals, etc. Tracking budget allocations; performing expense reconciliation and reporting. Holding and maintaining in good standing a UNM Purchasing card.
• Serving as key point of contact - being present on-site, desk reception, managing phones.

The Department of Psychiatry & Behavioral Sciences is a multi-division department within the UNM School of Medicine. We provide excellent, innovative education to residents, medical students, and health professionals; the highest quality mental health care to the citizens of New Mexico; and pursue outstanding multidisciplinary research that helps solve important health problems. Find out more here: https://hsc.unm.edu/medicine/departments/psychiatry/

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.
• If located at the UNM Children's Campus, successful candidate must pass a comprehensive post-offer, pre-employment criminal and New Mexico Children, Youth and Families Department (CYFD) fingerprint background check, and a continued successful status will be verified by periodic future background checks.

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

• Proven excellence in providing effective administrative support at the director level
• Demonstrated experience coordinating complex meetings and travel
• Proficiency in MS Office programs and Smartsheet
• Experience with UNM Banner, Chrome River, and UNM policies and procedures
• Strong interpersonal, written and verbal communication skills
• Track record of providing excellent customer service

Campus

Health Sciences Center (HSC) - Albuquerque, NM

Department

Psychiatry Administration (451B)

Employment Type

Staff

Staff Type

Regular - Full-Time

Status

Non-Exempt

Pay

Hourly: $19.00 - $24.77 depending upon education, experience and equity

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 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

10/19/2026

Eligible for Hiring Incentive

No

Eligible for Remote Work

Yes

Eligible for Remote Work Statement

Potentially eligible for some remote work after successful completion of probationary period and training and according to business needs.

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.