Admin Assistant

Position: Admin Assistant 3
Requisition
req
32764

Working Title
Admin Assistant 3

Position Grade
08

Position Summary

The Department of Pediatrics is seeking a highly motivated, dependable, and detail-oriented Clinical Administrative Assistant to join our fast-paced, dynamic academic medical environment. This role requires exceptional organizational skills, discretion, and the ability to manage sensitive information with the utmost confidentiality. As part of an Administrative Shared Services team, the Clinical Administrative Assistant will provide critical support to multiple Divisions, Physicians, and Patients, ensuring all clinical and administrative logistics are handled efficiently and accurately.

This role is integral to ensuring the smooth operation of our academic medical division, requiring a keen attention to detail, proactive problem-solving, and a commitment to excellence in patient care and administrative efficiency.

Responsibilities:

• Operational Support: Provide comprehensive administrative and logistical support to Divisions, including purchasing, inventory control, and other essential tasks that support daily clinical operations.
• Calendar & Scheduling Management: Maintain and coordinate complex calendars for Physicians and providers ensuring timely scheduling of clinical and academic commitments, meetings, and patient appointments.
• Confidential Communication: Handle high volumes of phone calls and correspondence, including patient inquiries, with professionalism and discretion. Draft and send communications, including confidential medical and administrative documents.
• Clinical Documentation & Records Management: Maintain and update sensitive patient records, ensuring accuracy, compliance, and confidentiality in accordance with HIPAA regulations.
• Correspondence & Logistics: Coordinate the secure transmission of medical documentation, referrals, and administrative records via fax, mail, and electronic platforms.
• Patient Support & Coordination: Assist with patient scheduling, updating charts with relevant clinical information, and ensuring all logistical details are addressed to facilitate seamless patient care.

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

• Previous experience in a clinical or academic medical setting preferred but not required.
• Ability to thrive in a fast-paced, high-volume environment while managing multiple responsibilities with precision and efficiency.
• Strong verbal and written communication skills, with the ability to interact professionally and courteously with patients, physicians, and staff.
• Excellent organizational and time management skills, with the ability to prioritize effectively under pressure.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with electronic medical records (EMR) systems preferred.
• Ability to work both independently with minimal supervision and collaboratively as part of a multidisciplinary team.
• Strong problem-solving skills and adaptability to changing priorities in a fast-moving clinical and academic setting.
• Bilingual skills in English/Spanish preferred.

Additional Requirements

Campus
Health Sciences Center (HSC) - Albuquerque, NM

Department
Pediatrics Administration Division (997B)

Employment Type

Staff

Staff Type
Regular - Full-Time

Term End Date

Status
Non-Exempt

Pay
Hourly: $17.39 - $22.37

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
3/24/2025

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…