Admin Assistant 3

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.

• 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.

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.

• 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.

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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.