Administrative Coordinator

The UNM HSC Animal Resource Facility (ARF) is seeking a detail-oriented, driven individual to join our team as an Administrative Coordinator. The Unit Administrator supervises this position and the individual will be responsible to coordinate, oversee, and/or perform a wide variety of administrative, secretarial, and program support activities on behalf of the ARF and Unit Administrator for a busy animal research service center. This person will serve as the support to the ARF administrative office, a point of contact for internal and external constituencies to include ARF staff, PI laboratory members, and other university and non-university stakeholders. This person will primarily be working in an office environment but will require limited entry into a laboratory animal research facility, which could result in limited risks of exposure to animal allergens and odors.

Specific duties and responsibilities are outlined below:

• Serve as the administrative liaison for a myriad of components that directly support research infrastructure and resources at the ARF.
• Provides customer services such as approving facility access, training for applicable ARF client database applications, processing animal orders with vendors, assisting with orders for ARF research supplies and services, coordinating with or directing customers to other animal or safety compliance units, and providing other services as necessary.
• Enters, reviews, and approves animal census and protocol assignment transactions utilizing the ARF database management system based on unit SOP's.
• Gathers, enters, and/or updates ARF data to maintain departmental financial, animal quality assurance, and compliance records, website, and databases, as appropriate; establishes and maintains files and records for the office.
• Monitors and coordinates accounting activities as appropriate for the ARF, such as processing purchase requisition for services and process invoices for payment
• Prepare integrated financial and statistical reports, statements, projections, and recommendations that may have long-term impact on funding for the organization.
• Responsible to organize and facilitate meetings, conferences and other events for the ARF.
• Meeting coordination including the preparation of agendas and minutes for ARF departmental meetings, ARF Advisory or Leadership meetings and others as necessary.
• Compile and prepare forms and reports for internal leadership and external agencies.
• Purchasing activities -P-Card and PO transactions-complete purchasing as requested and required within Chrome, LoboMart and Banner. Purchase office supplies.
• Complete travel and other financial forms/documents in Chrome.
• Complete other purchasing and accounting related duties as requested.
• Assist with the tracking of ARF inventory and preventative maintenance agreements for ARF equipment.
• Serve as unit contact for inventory issues.
• Serve as a backup to the Unit Administrator.

TOPAZ:

• Animal Protocol Assignment order forms- Entering into Topaz & printing cage cards
• Placing Animal orders on a weekly basis
• Reviewing and Receiving Animal Orders on a weekly basis.
• Managing split cage forms- splitting cages in Topaz & printing cage cards
• Managing Deactivating/Activation forms- deactivating/activating cages in Topaz.
• Managing Animal Room Transfers- Moving cages from one room to another in Topaz.
• Managing Animal Training and/or Practice forms- Keep record keeping in Excel database as well. Create cage cards as a Manual Transaction
• Deactivation of incoming cage cards.

See the Position Description for additional information.

• 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.

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.

• Strong organizational, verbal and written communication skills
• P-Card holder or have the ability to obtain one
• Proficiency with Microsoft Word, Excel, and PowerPoint
• Database Management Skills
• Records Maintenance Skills
• Skill in organizing resources and establishing priorities

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.

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.