Admin Assistant 3 - Records

Admin Assistant 3 The Office of the Medical Investigator (OMI), a nationally accredited program within The University of New Mexico School of Medicine Department of Pathology, is seeking a highly organized and experienced Administrative Assistant 3 to support complex operational, educational, and programmatic functions. OMI investigates deaths across New Mexico that are sudden, violent, untimely, or unexpected and serves families, communities, and legal partners with professionalism and compassion. This position plays a critical role in supporting departmental operations, coordinating projects, and maintaining structured workflows that support both administrative and medical education–related initiatives. The ideal candidate thrives in a fast-paced environment, demonstrates strong independent judgment, and brings advanced experience with Smartsheet's and data-driven tracking systems.

The position is located at the Health Sciences Center (HSC) in Albuquerque, NM, within the Office of the Medical Investigator (389A) department. It is a regular, full-time staff position with a pay range of $18.27 to $23.50 per hour. This is a benefits eligible position offering a comprehensive package of benefits including medical, dental, vision, and life insurance, as well as educational benefits through the tuition remission and dependent education programs.

To learn more about the program, visit the University of New Mexico's website. OMI is a 24/7 facility, and applicants may work weekends/holidays. Compliance with NCAA rules and regulations is required if assigned to the Athletics Department. Employees working in patient care or clinical areas must comply 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.

Minimum qualifications include a high school diploma or GED and at least five 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 include responding to telephone calls and inquiries directed to the Records Department from families, members of the public, and outside agencies, providing accurate information and assistance within the scope of the Records Department. Processing and fulfilling requests for OMI records from the public and outside agencies while ensuring compliance with IPRA, HIPAA, OMI policies, and applicable confidentiality requirements. Maintaining and archiving OMI and outside-agency records in accordance with established records-management, retention, and confidentiality requirements. Supporting OMI Pathologists by locating, obtaining, and compiling requested documentation. Performing and maintaining other administrative responsibilities as needed to support the operational needs of OMI and the Records Department.

Applications submitted through the official UNMJobs site will be accepted. Include a resume, cover letter, three professional references, and an official transcript of the highest degree earned. Positions posted with a Staff Type of Regular or Term are eligible for the Veteran Preference Program. 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.