Admin Assistant 3 - Records

The University of New Mexico; Albuquerque, Northern (NM, KY); Hybrid; USD 25,000 - 32,000; Full time

Benefits offered by this job

Health benefits

Tuition remission

Dependent education

Job summary

The University of New Mexico’s Office of the Medical Investigator (OMI) seeks an Administrative Assistant 3 to support complex operations, education, and programmatic tasks within the Pathology department. The role emphasizes independent judgment and data-driven tracking using Smartsheet and related systems.

This staff position is based in Albuquerque, NM, with eligibility for remote work up to one day per week after training.

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.

Responsibilities

• Respond to telephone calls and inquiries from families, members of the public, and outside agencies, providing accurate information and assistance.
• Process and fulfill requests for OMI records from the public and outside agencies while ensuring compliance with IPRA, HIPAA, OMI policies, and confidentiality requirements.
• Maintain and archive OMI and outside‑agency records in accordance with records-management, retention, and confidentiality requirements.
• Support OMI Pathologists by locating, obtaining, and compiling requested documentation.
• Perform and maintain other administrative responsibilities to support OMI and the Records Department.

Skills

Customer service

Records management

Administrative support

Data entry

Education

High school diploma or GED

Job description

Admin Assistant 3

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 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.

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

• 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.

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

9/22/2026

Eligible for Remote Work

Yes

Eligible for Remote Work Statement

Eligible for remote work 1 day per week after successful training period

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 decisionswithout regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, veteran status, disability, or anyother 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.