Executive Assistant to the Chair

Executive Assistant to the Chair The Department of Surgery is seeking a highly organized, diplomatic, and strategic Executive Assistant to serve as a trusted partner to the Chair of the Department of Surgery. This position plays a critical role in advancing the Department's mission by enabling leadership to focus on strategic initiatives, organizational priorities, and key stakeholder relationships while ensuring the seamless management of day-to-day executive operations. Operating with considerable autonomy, the Executive Assistant utilizes sound judgment, strategic thinking, and discretion to manage complex priorities and highly confidential matters. The successful candidate anticipates leadership needs, proactively resolves administrative and operational challenges, and serves as an extension of the Chair's Office in interactions with faculty, staff, trainees, university administration, hospital leadership, and external partners. The Executive Assistant serves as the primary point of contact for the Chair's Office and is responsible for coordinating complex executive schedules, facilitating communications, managing strategic projects, overseeing administrative operations, monitoring critical deadlines, and ensuring alignment of departmental activities with the mission and priorities of the Department of Surgery. 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. 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. Campus - Health Sciences Center (HSC) - Albuquerque, NM Department - SOM Surgery (523A) Employment Type - Staff Staff Type - Regular - Full-Time Status - Non-Exempt Pay - Hourly: $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 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 - 9/25/2026 Eligible for Hiring Incentive Eligible for Remote Work - No 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 Three professional references