Admin Assistant 3 in Albuquerque, New Mexico at University of New Mexico

Admin Assistant 3Requisition ID req38211
Working Title Admin Assistant 3
Position Grade 08
Position Summary

The University of New Mexicos Project ECHO has an exciting opportunity for an Administrative Assistant 3 to join our ECHO for Diabetes and Multiple Chronic Conditions (E4DMMC) Project Team. The Administrative Assistant 3 will play a key role in supporting a PCORI funded clinical trials study, the Research, Evaluation, Data & Insights (REDI) Team, and coordinating various other administrative activities.

As a successful Administrative Assistant 3, you will play an active role in:

1. Administrative Support and Office Coordination

• Providing administrative support to the clinical trial study Project Director, Project Operations Director, and project team as well as manage shared study calendar, inbox, correspondence, and track and monitor study team availability and leave.
• Coordinating and scheduling meetings that have attendees with complex calendars, gathering agenda items, preparing and distributing meeting agendas, coordinating meeting logistics, operating Zoom meetings, taking and distributing meeting notes, and maintaining meeting records and related documentation in online systems (Box and Confluence).

2. Financial, Purchasing, and Tracking Operations

• Serving as the trial study team's Purchasing Card (PCard) holder and processing approved purchases in accordance with Project ECHO and UNM policies and procedures.
• Procuring meeting supplies, software and vendor licenses, participant incentives, food, educational materials, and other project-related items.
• Managing travel approvals, reimbursements, expense tracking, honoraria, participant stipends and financial recordkeeping in accordance with ECHO Travel procedures and ECHO Finance policy, developing and maintaining tracking systems for study expenses.

3. Project Management and Operational Support

• Supporting project manager in coordinating project activities, deliverables, and timelines. Assisting with tracking project milestones, action items, and task completion across study teams.
• Collecting, organizing, and maintaining project documentation, study records, and electronic files in Box and other project management systems. Assisting with participant attendance tracking, participant roster creation and maintenance, preparation and distribution of study materials, and other operational activities supporting study implementation.
• Preparing and maintaining up-to-date project documentation including standard operating procedures for study tools and processes.
• Providing backup support for project tracking tools, including Gantt charts and related reporting activities.

4. Community Engagement and Advisory Panel Support

• Supporting the Community Engagement Manager in coordinating communications and activities with advisory panel members, including assisting with meeting scheduling, meeting preparation, correspondence, newsletters, and dissemination activities.
• Coordinating and tracking advisory panel travel, reimbursement and stipend processing.
• Planning and coordinating event logistics including meeting space reservations, catering, audiovisual needs, participant materials, room setup, and on-site support.
• Supporting site visit planning by coordinating study team schedules, travel approvals, and purchasing food, materials, and supplies.
• Assisting with incentives including procuring branded merchandise according to UNM policy, coordinating participant incentive deliveries, and providing correspondence and materials as needed.

5. Technical Documentation and Communications Support

• Preparing, editing, proofreading, and formatting technical and administrative materials, including study protocols, manuscripts, presentations, reports, newsletters, meeting materials, and poster presentations.
• Assisting with the development of PowerPoint presentations, project communications, and other dissemination materials.
• Maintaining accurate project documentation and supporting consistency across study communications.

6. REDI Team Support

• Managing the REDI Team Director's calendar and supporting leadership scheduling needs, and drafting letter/email communication on behalf of the director
• Maintaining the REDI Teams calendar and schedule of events.
• Coordinating and supporting the REDI Teams meetings and activities, including meeting logistics, scheduling, documentation, communications, setup, and tear down.

Project ECHO is committed to democratizing implementation of best practices in healthcare, education and other areas where first mile professionals need support. We do this by training universities, nonprofits, and dedicated individuals on facilitation skills and how to set up robust virtual communities of practice to be able to scale their own expertise and missions to the benefit of their local communities. Over the past 20 years, Project ECHO and our partners have trained more than 1,000 partners who make up our global network of Universities, ministries of health, and NGOs around the world. Examples of programs we and others run include infectious disease control (Hepatitis C, HIV), mental health and addiction treatment, literacy, math, climate mitigation and many more.

Project ECHO is funded in part by philanthropic grants and gifts from organizations such as the GE Foundation, the Helmsley Charitable Trust, the Bristol Myers Squibb Foundation, the Merck Foundation, Robert Wood Johnson Foundation and the US Government. Additionally, for programming benefitting New Mexico we receive support from the NM Legislature, the New Mexico Human Services Department and the New Mexico Department of Health.

Project ECHO prides itself on being a values-based organization and inclusive place to work. Our seven values include: Service to the Underserved, Democratization of Knowledge, Mutual Trust and Respect, Teamwork, Excellence and Accountability, Innovation and Learning and Joy of Work. We strive to find individuals who can embrace and exemplify these values.

In 2023, Project ECHO was named one of Albuquerques Top Three Best Places to Work in 2023. This award recognizes organizations of all sizes with exceptional climates, team atmospheres, benefits, and employee engagement. For more information and a brief overview of benefits available please visit Project ECHO Newsroom .

We work with partners all over the world and work hours outside of normal business hours may be required. We are fortunate to have access to advanced technology, which will require some teleworking.

See the Position Description for additional information.

Conditions of Employment

• 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.

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

• Experience managing calendars, coordinating meetings, developing agendas, recording meeting notes, and maintaining project documentation.
• Experience processing purchases, tracking budgets and expenditures, reconciling expenses, and maintaining financial records.
• Proficiency with Microsoft Office Suite, including advanced skills in Outlook.
• Strong organizational skills with demonstrated ability to manage multiple priorities while maintaining attention to detail and meeting deadlines.
• Experience editing and formatting manuscripts, and/or scientific conference presentations and posters.

Additional Requirements
Campus: Health Sciences Center (HSC) - Albuquerque, NM
Department Project ECHO (259B)
Employment Type Staff
Staff Type Term - Full-Time
Term End Date 06/30/2027
Status Non-Exempt
Pay Hourly: $18.27 - $23.50
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 10/19/2026
Eligible for Hiring Incentive
Eligible for Remote Work Yes
Eligible for Remote Work Statement This position is eligible for a hybrid schedule.
Application Instructions

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.

Please submit a current resume and a cover letter. On the resume, include month and year of start and end dates for each job listed. Please indicate whether each job listed was full-time or part-time. If part-time, include number of hours worked per week. Instructions for cover letter: please describe how you meet the preferred qualifications in the posting. Education verification documents (transcripts, high school diploma, or GED certificate) may be required at the time of hire. Please see minimum qualifications for specifics.

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.