Operations Specialist

Operations Specialist for the Health Sciences Office for
Diversity, Equity & Inclusion

The University of New
Mexico Health Sciences Center Office for Diversity, Equity & Inclusion (HSC
DEI) is seeking a collaborative and mission driven individual to serve as the Operations
Specialist as a part of the HSC DEI administration team to serve as the primary
presence for the front office, and administrative support for programmatic, financial,
and grant submission activities.

This role is essential
to the effective day-to-day operations of the HSC Office for Diversity, Equity
& Inclusion (DEI). The Operations Specialist provides comprehensive
administrative and operational support to ensure the office functions
efficiently within a complex academic and healthcare environment. A critical
component of this role is the ability to proactively coordinate office
workflows, manage schedules and logistics, and support meetings, events, and
special projects. The Operations Specialist ensures that leadership, staff, and
stakeholders have the necessary information, materials, and follow-up support
to facilitate timely communication, informed decision-making, and successful
execution of office initiatives.

Summary

• Coordinates, oversees, and performs a wide range of
  administrative, operational, project management, and program support activities
  on behalf of HSC DEI mission-focused initiatives.
• Serves as a primary
  operational and administrative liaison for internal and external
  constituencies, often addressing complex and confidential matters.
• Designs,
  coordinates, and implements projects, process improvements, and strategic
  initiatives that support departmental goals.
• Provides operational leadership
  for administrative functions, program activities, budget support, grants
  administration, special projects, community engagement efforts, and office-wide
  operational effectiveness.
• May serve on a variety of committees in a support
  capacity.

Duties and Responsibilities

• Coordinates and oversees operational support for the Communities to Careers (C2C) education and career pipeline programs, including budget administration, procurement activities, vendor coordination, contract monitoring, program logistics, and community engagement initiatives to ensure achievement of program goals and objectives.
• Supports the administrative and operational coordination of grant and funding proposal development and submission processes. Collaborates with leadership, faculty, and program staff to compile, review, and finalize proposals and support documentation.
• Serves as a key operational resource for the department, coordinating business operations, strategic initiatives, organizational workflows, and administrative functions.
• Provides comprehensive administrative support for the entire department, ensuring efficient operations and exceptional customer service to include; departmental calendars, meetings, travel, and special events; manages office communications and visitor relations; serves as a central point of contact for faculty, staff, students, and external stakeholders; and proactively resolves administrative issues to support the department's strategic and operational objectives.
• Acts as the primary operational liaison with internal and external stakeholders by managing the office front desk, email, and phones. Facilitates collaboration, resolves operational issues, and supports implementation of departmental priorities and initiatives through excellent verbal and written communication.
• Gathers, enters, and/or updates data to maintain departmental records and databases, as appropriate; establishes and maintains files and records for the office.
• Coordinates and monitors financial and business operations, including budget management, fiscal analysis, expenditure tracking, purchasing activities, and financial reporting. Participates in budget planning and management, as required.
• Assists with project development and planning to ensure more efficient service and organization of the office.
• Recommends and implements process improvements to strengthen departmental effectiveness and service delivery.
• Composes and prepares written documentation and correspondence for the office; screens and evaluates incoming and outgoing correspondence and prepares responses as appropriate.
• Assists in the coordination, supervision, and completion of special projects and grant writing and reporting as appropriate.
• Coordinates and oversees the day-to-day management of supplies, equipment, and facilities for the organization, as appropriate, to include maintenance, inventory management, logistics, security, and related activities.
• Enhance professional growth and development through participation in educational programs, current literature, in-service meetings, and workshops.
• May serve as Campus Security Authority as outlined by the Clery Act.
• Performs other strategic, operational, and administrative duties as assigned in support of departmental goals and institutional priorities

See the Position Description for additional information.

High school diploma or GED; at least 7 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.

• Experience with educational and career pipeline/pathway programs for middle, high school and/or college students.
• Familiarity with health career pathways.
• Experience working with diverse students and community populations.
• Knowledge
  of supplies, equipment, and/or services ordering and inventory control.
• Strong
  interpersonal and communication skills and the ability to work effectively
  with a wide range of constituencies in a diverse community.
• Knowledge
  of current and emerging trends in technologies, techniques, issues, and
  approaches in area of expertise.
• Records
  maintenance skills.
• Information
  research skills.
• Database
  management skills.
• Ability
  to analyze and interpret financial data and prepare financial reports,
  statements and/or projections.
• Word
  processing and/or data entry skills.
• Knowledge
  of office management principles and procedures.
• Ability
  to create, compose, and edit written materials.
• Ability
  to make administrative and procedural decisions and judgments on
  sensitive, confidential issues.
• Knowledge
  of finance, accounting, budgeting, and cost control procedures.
• Organizing
  and coordinating skills.
• Ability
  to supervise and train assigned staff including organizing, prioritizing,
  and scheduling work assignments.

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.