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