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

Requisition ID: req36159

Working Title:
Admin Assistant 3

Position Grade:
08

Position Summary:
Assessment & Learning within the Office of Undergraduate Medical Education is hiring an Administrative Assistant 3 to support complex program processes related to medical student assessment. Responsibilities include supporting the Standardized Patient (SP) program, supporting performance exams for Phase I, Phase I-2, Phase II, and Phase III medical students, coordinating casting for external and internal Standardized Patient curricular activities, coordinating student files and test documents to maintain confidentiality. The individual must be comfortable interacting with a diverse constituency, which includes students, staff and faculty.

Primary duties/responsibilities for this position:

• Provide support for the director, Operations and SP Program managers, staff and students.
• Create casting lists from an internal access database, in addition to Excel and Word, as well as maintaining these databases.
• Contact and notify SPs, sending casting emails and confirmation letters with confidential case documents.
• Coordinate all Doctoring and outside casting (all non-UME activities like Nursing, Pharmacy, PT, PA, Anesthesia, etc), including sending out materials (cases, parking passes, full activity information) to confirmed SPs.
• Handle all Standardized Patient and Clinical Teaching Associates hiring, including setting up the interview, contacting potential SP/CTA candidates, compiling candidate information, and hiring approved candidates on UNMjobs, then shepherding candidates through post-hiring Human Resources procedures.
• Responsible for SP employment adjustments including changes in appointment percentages (via EPANs) and separation/resignations (via EPAFs).
• Responsible for upkeep of all UNMjob listings (typically there are seven listings, based on age ranges) which have to be removed from the UNMjobs website each fiscal year and replaced with updated job listings.
• Maintain Standardized Patient and student files, ensuring that ethical and legal guidelines are maintained.
• Act as secondary timekeeper, using Banner for SP payroll data entry.
• Assist with exam preparation, set-up and take down.
• Assisting with other projects as determined by the needs of the department's management.
• Backup support for front desk duties to assure that customer needs of students, faculty and staff are met in an effective, timely and cordial

Finalists should be prepared to provide official educational transcripts if selected for hire.
Applicants must provide names of 3 previous supervisors as references that the hiring official can contact.

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.

Additional Requirements: Working hours are Monday through Friday, 8 a.m. to 5 p.m. However, occasional Saturday's and/or evening work may be required, depending on department needs.
Campus:
Health Sciences Center (HSC) - Albuquerque, NM

Benefits Eligble:
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.

Department:
Assessment & Learning (524C)

Employment Type:
Staff

Staff Type:
Regular - Full-Time
Status:
Non-Exempt

Pay:
Hourly: $18.09 - $23.27

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:
4/6/2026

Application Instructions:
Only applications submitted throughthe official UNMJobs site will be accepted. If you are viewing this jobadvertisement on a 3rd party site, pleasevisit UNMJobs to submit an application.
"Please attach 1) a cover letter and 2) updated resume. Your cover letter (up to 500 words) should address each of the preferred qualifications listed on the job-posting summary. A complete application package will consist of a complete on-line application, include current resume, and cover letter. Include three references in your resume. The references must be former supervisors. Finalists should be prepared to provide official educational transcripts if selected for hire (if applicable). Incomplete applications may not be considered."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 with providing administrative support, including facilitating employee travel
• Experience in scheduling and coordinating meetings
• Experience with the financial and purchasing systems including Banner Finance, Banner journal entries, and Chrome River (PCard) travel reimbursements and purchases, and Banner time entry.
• Detail oriented with strong organizational skills
• Excellent written and oral communication skills
• Team player with the ability to also be resourceful and work effectively independently
• Experience working with confidential information
• Experience with databases
• Experience administering performance assessments for medical students

Proficiency with:
• MS Word
• MS Excel
• MS Outlook
• Banner
• Chrome River
• MS Access
• Sharepoint