Admin Assistant 3 - Autopsy

University of New Mexico; Albuquerque (NM); On-site; USD 24,796 - 31,684; Full time

Job summary

The Office of the Medical Investigator (OMI) at the University of New Mexico School of Medicine in Albuquerque seeks an Administrative Assistant 3 to support complex operations in the morphology department, education programs, and programmatic initiatives.

Ideal candidates bring 5+ years of related experience, proficiency with Smartsheet and data-tracking systems, and a commitment to confidential handling of sensitive information in a fast-paced, mission-driven environment.

Qualifications

• High school diploma or GED; at least 5 years of related experience.
• Completed degree(s) above the minimum education requirement may be substituted for experience on a year-for-year basis.
• 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 and ability to support leadership-level initiatives.
• Experience handling evidence and highly confidential information.
• Experience working in the death industry.
• Knowledge of anatomy, physiology, and/or kinesiology.

Responsibilities

• Oversees and/or performs a range of diverse administrative activities for the morphology department.
• Liaises with faculty pathologists and medical trainees to resolve day-to-day matters.
• Enter outside testing requisitions into the case management system and maintain chain-of-custody.
• Assist in program planning, development, and execution of goals.
• Prepare reports and summaries from multiple data sources.
• Monitor and upload reports into the case management system.
• Provide administrative support for staff searches and interview logistics.
• Schedule appointments, meetings, and travel; manage calendars.
• Maintain unit files and data management systems.
• Perform miscellaneous duties as assigned.

Skills

Administrative experience

Strong communication

Data tracking

Confidential information handling

Education

High school diploma or GED

Tools

Smartsheet

Case management system

Dashboard tools

Job description

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.

Key Responsibilities

• Oversees and/or performs a range of diverse administrative activities for the morphology department.
• Serves as a central point of liaison with faculty pathologists and medical trainees in the resolution of a variety of day‑to‑day matters concerning the morphology department.
• Assists in entering outside testing requisitions into case management system and associated paperwork required to maintain chain‑of‑custody.
• Assists in administrative problem solving, program/project planning, development, and execution of stated goals and objectives.
• Researches information, compiles statistics, gathers data and computes various data; prepares special and/or one‑time reports, summaries, or replies to inquiries, selecting relevant data from a variety of sources.
• Monitors, reconciles, and assists with uploading reports into the case management system.
• Provides and/or oversees support activities for the unit such as answering telephones, assisting and resolving problems and inquiries of visitors, review and control of incoming and outgoing correspondence, and follow‑up on operational commitments.
• Provides administrative assistance with staff searches, as appropriate, to include logging employment applications and coordinating interview logistics.
• Schedules appointments and maintains calendars; schedules, coordinates and facilitates meetings, facilities usage, events, and/or travel arrangements, as required.
• Establishes, updates, and maintains unit's files, inventories, and records; implements and maintains data management systems, as required.
• Performs miscellaneous job‑related duties as assigned.

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 judgement, 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.

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 in handling evidence and highly confidential information.
• Experience working in the death industry.
• Knowledge of anatomy, physiology, and/or kinesiology.

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: $18.27 - $23.50

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 a 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

8/5/2026

Eligible for Remote Work

No

Veteran Preference Program

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.

Equal Opportunity

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.

Background Check Details

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.