Admin Assistant 3- OMI Fellowship

Admin Assistant 3

Working Title: Admin Assistant 3- OMI Fellowship

Position Grade: 08

Position Summary: 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 educationrelated initiatives. The ideal candidate thrives in a fast-paced environment, demonstrates strong independent judgment, and brings advanced experience with Smartsheets and data-driven tracking systems.

Key Responsibilities:

• Program & Administrative Coordination
• Provide advanced administrative and operational support to leadership, programs, and cross-functional teams.
• Coordinate schedules, meetings, and complex logistics for internal operations and educational initiatives.
• Support onboarding processes, training coordination, and program documentation.
• Smartsheet & Workflow Management
• Design, build, and maintain Smartsheet systems to track projects, timelines, reporting metrics, and operational workflows.
• Develop dashboards, reports, and automation processes to improve efficiency and visibility across departments.
• Ensure data accuracy, maintain version control, and provide guidance to staff on Smartsheet utilization.
• Medical Education & Program Support
• Assist with coordination of educational programs, learners, and training activities aligned with School of Medicine standards.
• Maintain program records, schedules, and communication with faculty, trainees, and external partners.
• Support accreditation documentation and structured reporting processes as needed.
• Operational Support
• Draft professional correspondence, reports, and presentations.
• Manage sensitive information with discretion and adherence to institutional policies.
• Collaborate across departments including Records, Grief Services, IT, Facilities, Imaging, and Accessioning.

Conditions of Employment: 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.

Minimum Qualifications: 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.

Preferred Qualifications: Experience supporting medical education, academic programs, or healthcare operations. Knowledge of University or academic medical center environments. Experience creating dashboards, automated workflows, and reporting tools. Strong written communication skills and ability to support leadership-level initiatives. Experience working with sensitive or confidential information.

Campus: Health Sciences Center (HSC) - Albuquerque, NM

Department: Office of the Medical Investigator (389A)

Employment Type: Staff

Staff Type: Regular - Full-Time

Status: Non-Exempt

Pay: Hourly: $18.09 - $23.27

Benefits Eligible: This is a benefits eligible position. The University of New Mexico provides a comprehensive package of benefits including medical, dental, vision, and life insurance. In addition, UNM offers educational benefits through the tuition remission and dependent education programs. See the Benefits home page for more information.

ERB Statement: As a condition of employment, eligible employees working greater than .25 FTE as determined by the New Mexico Education Retirement Act must make mandatory retirement contributions. For more information, review the Benefits Eligibility at a Glance grid.

Background Check Required: Yes

For Best Consideration Date: 2/27/2026

Eligible for Remote Work: No

Application Instructions: 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. Please provide a resume, cover letter, official transcripts and three professional references for contact.