Admin Assistant to Exec Dir

The University of New Mexico; Albuquerque (NM); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Benefits eligible

Tuition remission

Education benefits

Job summary

The University of New Mexico's Department of Pathology is seeking an experienced Administrative Assistant to the Executive Director to support the Department Chair and leadership in a fast-paced academic health sciences setting.

The role requires exceptional organization, discretion with confidential information, and the ability to manage complex schedules, travel, reimbursements, and events while coordinating with faculty, staff, trainees, and external stakeholders to ensure smooth departmental

Qualifications

• Minimum 5 years of experience related to duties specified.
• Degree(s) above minimum education requirement may substitute for experience on a year-for-year basis.

Responsibilities

• Provide executive-level administrative support to Department Chair and leadership team.
• Manage complex calendars, meetings, and departmental events.
• Coordinate travel arrangements, reimbursements, and financial documentation.
• Prepare correspondence, reports, presentations, and data summaries.
• Organize meetings, seminars, and departmental activities.

Skills

Office administration

Calendar management

Communication

Confidentiality

Project management

Education

High School Diploma or GED

Tools

Microsoft Office

Smartsheet

Job description

Admin Assistant to Exec Dir

The Department of Pathology is one of the most diverse and dynamic departments within the UNM School of Medicine, integrating basic science research, medical education, clinical service, and community engagement. As a truly hybrid department, Pathology supports a robust basic science research enterprise, graduate education programs, undergraduate and graduate Medical Laboratory Sciences programs, and the training of medical students, residents, and fellows. In addition to its educational and research missions, the Department plays a critical role in delivering patient care through diagnostic and laboratory services that inform nearly every aspect of modern medicine. Pathology is the science that studies the causes and effects of disease, making it essential to diagnosis, treatment planning, and patient outcomes across the UNM Health System.

The Department of Pathology is seeking an experienced, highly professional, and service-oriented Administrative Assistant to the Executive Director to provide direct administrative support to the Department Chair and departmental leadership. This key role requires a proactive individual who can work independently, manage multiple competing priorities, anticipate needs, and exercise sound judgment in a fast-paced and complex environment. The ability to handle sensitive information with discretion and maintain the highest level of confidentiality is essential.

This position offers a unique opportunity to work closely with senior leaders in an academic health sciences environment while contributing to the success of a department that impacts research, education, and clinical care. The successful candidate will develop strong collaborative relationships with faculty, staff, trainees, and institutional leadership, serving as a trusted partner in supporting departmental operations and strategic initiatives.

The ideal candidate will have experience supporting senior-level executives, faculty leaders, or administrators in an academic, healthcare, or other professional setting. Successful applicants will be exceptionally organized, detail-oriented, resourceful, and adaptable, with a demonstrated ability to manage complex schedules, coordinate high-level meetings and events, and oversee a variety of administrative projects simultaneously. Strong problem‑solving skills, initiative, and the ability to anticipate needs before they arise are critical to success in this role.

This position is well-suited for an experienced executive assistant who thrives in a collaborative environment, enjoys managing a wide variety of responsibilities, and takes pride in ensuring that departmental leadership can operate effectively and efficiently. The successful candidate will serve as an important representative of the Department, requiring excellent interpersonal, written, and verbal communication skills, a commitment to customer service, and the professionalism necessary to interact confidently with university leadership, faculty, staff, trainees, and external stakeholders.

The Admin Assistant to the Executive Director’s duties include:

• Provide executive-level administrative support to the Department Chair and leadership team
• Manage complex calendars, meetings, and departmental events
• Coordinate travel arrangements, reimbursements, and financial documentation
• Prepare correspondence, reports, presentations, and data summaries
• Organize meetings, seminars, guest visits, and departmental activities
• Assist with daily department operations and office management functions
• Support administrative processes, including hiring activities and staff coordination
• Maintain confidential records and information with discretion and professionalism

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:

• Proficient in Microsoft Office (Excel, PowerPoint, Access, and Word)
• Smartsheet Experience
• Strong time management, project management, and problem-solving skills
• Excellent communication, organizational, and confidentiality skills
• Ability to work independently and exercise sound judgment
• Executive-level administrative experience with exceptional attention to detail
• Supervisor Experience

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. For more information see the Benefits home page.

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

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 to 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 policy.unm.edu/university-policies/3000/3280.html. Refer to policy.unm.edu/university-policies/3000/3200.html for a definition of Regular Staff.