Executive Assistant to the Chair

Admin Assistant to Exec Dir Requisition ID req37241 Working Title Executive Assistant to the Chair Position Grade 10 Position Summary Under limited supervision, provides operational coordination, administrative support, and project management to the Executive Director or Chair of an academic branch or of a multi-faceted, self-contained operating division administered under autonomous circumstances. Manages the day-to-day administrative and secretarial support activities of the office and supervises support staff and/or students, as appropriate; may independently admi Position Overview The Executive Assistant to the Chair provides high-level executive, administrative, operational, and project management support to the Chair of the Department of Surgery. This position serves as a trusted partner to the Chair and Department Leadership Team, ensuring the efficient coordination of executive priorities, strategic initiatives, communications, and daily operations across a large, complex academic medical department. Working under limited supervision, the Executive Assistant exercises independent judgment, discretion, and initiative while managing highly confidential information, coordinating activities involving faculty, hospital leadership, university administration, and external organizations. The position serves as the primary point of contact for the Chair's Office and facilitates communication between departmental leadership, faculty, staff, trainees, university officials, hospital partners, and external stakeholders. The Executive Assistant provides project management support for departmental initiatives, coordinates executive meetings and events, prepares correspondence, monitors deadlines, and manages executive travel and related administrative activities. Essential Duties and Responsibilities Provide comprehensive executive administrative support to the Department Chair, including managing a complex calendar, scheduling meetings, coordinating travel, and preparing correspondence, reports, presentations, and briefing materials. Serve as the primary administrative liaison between the Chair's Office, Department Leadership, the School of Medicine, UNM Health, University offices, and external partners. Coordinate department meetings, faculty events, leadership retreats, and executive communications. Monitor departmental deadlines and develop efficient administrative workflows and office procedures for the Office of the Chair. Coordinate and support strategic initiatives and special projects by researching, compiling, analyzing, and presenting information for executive decision-making. Assist with departmental fiscal operations, including purchasing, travel reimbursements, PCard reconciliation, budget tracking, and compliance with University policies. Exercise independent judgment while handling sensitive and confidential information with professionalism and discretion. Maintain executive files, organizational records, and departmental documentation, ensuring timely follow-up on action items and requests. Perform other administrative, operational, and project-related duties as assigned in support of the Chair and Department operations. nister a defined program initiative or service operation for the unit. 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 · Experience providing executive-level administrative support within an academic medical center, healthcare organization, or higher education institution. · Experience managing complex executive calendars , coordinating meetings, travel, conferences, and special events while balancing multiple competing priorities. · Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, and Teams) and experience preparing executive correspondence, reports, and presentations. · Experience with UNM administrative and financial systems , including Banner, Chrome River, PCard reconciliation, purchasing processes, and familiarity with UNM Business Policies and Procedures; experience with Cerner Millennium applications is preferred. · Excellent organizational, interpersonal, and communication skills , with the ability to manage multiple projects, maintain strict confidentiality, exercise sound judgment, and consistently meet deadlines with accuracy and professionalism. Preferred Qualification 3 Etc. Additional Requirements Campus Health Sciences Center (HSC) - Albuquerque, NM Department SOM Surgery (523A) Employment Type Staff Staff Type Regular - Full-Time Term End Date Status Non-Exempt Pay 19.76-26.85 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 Eligible for Hiring Incentive Eligible for Remote Work No Eligible for Remote Work Statement This position is eligible for a remote work agreement (RWA), to include Hybrid, In-State, and Out-of-State. For more information about Remote Work Agreements, please refer to UAP 3245, Remote Work, Section 5, Establishing a Remote Work Agreement and Section 6, Out-of-State Employee Responsibilities. All Regular employees hired for an Out-of-State RWA must agree to an employee status of Term Appointment and subject to regular renewals no longer than yearly, in accordance with UAP 3200, Employee Classification . Renewal of Term Appointments is not guaranteed; the remote work arrangement, operational, and business needs will be considered in determining whether to renew the Term Appointment. 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. Application Requirements Please submit the following materials for consideration: • Updated cover letter • Resume • Two professional references 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.