Admin Assistant 3

University of New Mexico•Albuquerque, NM

1d•$18 - $23•Onsite

About The Position

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 past or present supervisors as references that the hiring official can contact. See the Position Description for additional information.

Requirements

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.

Nice To Haves

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

Responsibilities

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