Admin Assistant 3 - Records

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.

To learn more about the program, visit: https://hsc.unm.edu/omi/services/.

OMI is a 24/7 facility. Applicants may work weekends/holidays.

See the Position Description for additional information.

• If this position is assigned to the Athletics Department, either administratively or functionally, compliance with all NCAA rules and regulations is required.
• 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.
• 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.

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.

• Respond 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.
• Process and fulfill requests for OMI records from the public and outside agencies while ensuring compliance with IPRA, HIPAA, OMI policies, and applicable confidentiality requirements.
• Maintain and archive OMI and outside-agency records in accordance with established records-management, retention, and confidentiality requirements.
• Support OMI Pathologists by locating, obtaining, and compiling requested documentation.
• Perform and maintain other administrative responsibilities as needed to support the operational needs of OMI and the Records Department

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.

Include Resume, Cover letter, 3 professional references, and Official Transcript of highest degree earned.

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.