Administrative Coordinator
The University of New Mexico
Albuquerque,
New mexico,
United States
Administration
H-1B
Job posted on March 24, 2025
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Job Description:
Requisition ID req32854 Working Title Administrative Coordinator Position Grade 10 Position Summary
The College of Pharmacy (https://hsc.unm.edu/pharmacy/) is seeking a resourceful, dynamic, and experienced individual to join its team. Since 1945, the College of Pharmacy has been educating students as the only College of Pharmacy in the state of New Mexico. The College is a supportive environment that leads to lifelong connections and success through a 7:1 student-to-faculty ratio, cutting-edge curriculum, and personalized mentorship. We are 5th in the U.S. in NIH funding, empowering groundbreaking research in environmental toxicology (human exposure to heavy metals and microplastics) and Substance Use Disorder, producing innovators who drive change in healthcare research. The College of Pharmacy has graduated over 3,400 students and 81% of New Mexico's pharmacist workforce are UNM College of Pharmacy alumni.
Nestled in the heart of UNM's Health Sciences Campus, it is active in advancing pharmacy practice and clinical care at the state and national level. In joining the College of Pharmacy, you will be helping to achieve its mission to develop pharmacists, educators and scientists in an inclusive environment whose leadership, dedication and innovation improves the health of our communities. Your impact can be felt for generations in improving health outcomes for New Mexico's diverse population.
As an Administrative Coordinator, you'll play a crucial role in managing day-to-day operations, coordinating projects, and ensuring everything runs seamlessly. You'll have the opportunity to collaborate across departments, oversee financial and administrative functions, and contribute to a positive, efficient workplace.
Duties and Responsibilities
Required Competencies
See The Position Description For Additional Information.
Conditions of Employment
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
Additional Requirements Campus Health Sciences Center (HSC) - Albuquerque, NM Department Pharmacy Deans Office (401A) Employment Type Staff Staff Type Regular - Full-Time Term End Date Status Non-Exempt Pay Hourly: $18.81 to $25.56 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 3/31/2025 Eligible for Remote Work No Eligible for Remote Work Statement 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.
A complete application will include
Applications that do not include a cover letter or are otherwise incomplete may not be considered for the position.
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.
APPLY NOW
The College of Pharmacy (https://hsc.unm.edu/pharmacy/) is seeking a resourceful, dynamic, and experienced individual to join its team. Since 1945, the College of Pharmacy has been educating students as the only College of Pharmacy in the state of New Mexico. The College is a supportive environment that leads to lifelong connections and success through a 7:1 student-to-faculty ratio, cutting-edge curriculum, and personalized mentorship. We are 5th in the U.S. in NIH funding, empowering groundbreaking research in environmental toxicology (human exposure to heavy metals and microplastics) and Substance Use Disorder, producing innovators who drive change in healthcare research. The College of Pharmacy has graduated over 3,400 students and 81% of New Mexico's pharmacist workforce are UNM College of Pharmacy alumni.
Nestled in the heart of UNM's Health Sciences Campus, it is active in advancing pharmacy practice and clinical care at the state and national level. In joining the College of Pharmacy, you will be helping to achieve its mission to develop pharmacists, educators and scientists in an inclusive environment whose leadership, dedication and innovation improves the health of our communities. Your impact can be felt for generations in improving health outcomes for New Mexico's diverse population.
As an Administrative Coordinator, you'll play a crucial role in managing day-to-day operations, coordinating projects, and ensuring everything runs seamlessly. You'll have the opportunity to collaborate across departments, oversee financial and administrative functions, and contribute to a positive, efficient workplace.
Duties and Responsibilities
- Serve as the central point of contact for administrative and operational support, maintaining confidentiality in all sensitive matters.
- Act as a liaison with other departments and external organizations, submitting requests for repairs, IT support, and securing copy machine leases, service and supplies.
- Maintain department files, records, and data management systems; makes data available for meetings and retreats as needed.
- Receive, distribute, and send mail/packages, including managing FedEx shipments and supplies.
- Serve as the department receptionist, assisting faculty, staff, and students with inquiries.
- Facilitates onboarding for new hires, coordinating training and meetings with College and University staff.
- Monitor contract end dates for department employees, coordinate renewal approvals, and submit information to HR.
- Draft communications (memos, notices, etc.) for the Department Chair's review before department distribution.
- Prepare and distribute monthly faculty meeting agendas and minutes.
- Organize department conference room scheduling for faculty, postdoctoral fellows, staff, and students.
- Track adjunct professor appointments and coordinate new appointments or requests as needed
- Work with graduate students and the COP Accountant to process Research Assistant contracts and department award forms.
- Coordinate H-1B visa applications, coordinating with faculty, Global Education Office (GEO), and University Counsel.
- Develop and modify Smartsheet forms and processes for contract requests, onboarding, room reservations, and maintenance ticketing.
- Assist in problem-solving, program planning, and execution of department initiatives.
- Serve on the College's internal Policy Alignment Workgroup (iPAW) and the Onboarding Workgroup.
- Plan and coordinate department events, including faculty meetings, faculty retreats, workshops and conferences.
- Schedule and coordinate weekly PHRM 493/593 seminars, managing speaker logistics, vendor accounts, travel arrangements, honoraria, and refreshments.
- Monitor, reconcile, and assist with the department fiscal administration, including bi-weekly payroll for non-exempt employees and leave processing for exempt employees.
- Procure office supplies and assist with inventory efforts.
Required Competencies
- Strong written and verbal communication abilities.
- Proficiency in Microsoft Office
- Ability to prioritize tasks, manage multiple projects, and meet deadlines.
- Strong problem-solving skills with keen attention to detail.
- Ability to maintain confidentiality and professionalism.
- Experience training or supervising others is a plus!
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.
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
- Strong evidence of managing calendars, meetings, and retreats and minute-taking.
- Experience with Zoom, Microsoft Teams, and other collaboration tools.
- Strong evidence of experience with Microsoft Office including Word, Excel, and PowerPoint.
- Detailed oriented and have strong organizational skills.
- Experience with P-card purchasing, LoboMart, and knowledge of Chrome River system processes.
- Experience with ERP systems such as UNM's Ellucian Banner system.
- Experience working in an higher education, academic and/or health science setting.
Additional Requirements Campus Health Sciences Center (HSC) - Albuquerque, NM Department Pharmacy Deans Office (401A) Employment Type Staff Staff Type Regular - Full-Time Term End Date Status Non-Exempt Pay Hourly: $18.81 to $25.56 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 3/31/2025 Eligible for Remote Work No Eligible for Remote Work Statement 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.
A complete application will include
- Complete Online Application
- Resume
- Cover Letter
- Provide phone and email contact information for three references. Supervisory references are preferred, but not required.
Applications that do not include a cover letter or are otherwise incomplete may not be considered for the position.
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.