OMI Admin Assistant 3 - Judicial Coordinator

The University of New Mexico•Albuquerque, NM

1d•Onsite

About The Position

The Office of the Medical Investigator (OMI), a program within The University of New Mexico School of Medicine, investigates sudden, violent, untimely, unexpected, or unexplained deaths throughout New Mexico and determines cause and manner of death. OMI seeks a highly organized, detail-oriented Administrative Assistant 3 – Judicial Coordinator to support the coordination and administration of its judicial operations. The role coordinates judicial requests and legal processes and ensures court-related records, investigative documentation, case files, reports, subpoenas, and other sensitive information are accurately processed, maintained, secured, and made available in accordance with legal requirements, agency policies, and records-management standards. The coordinator works with OMI leadership and staff, medical investigators, attorneys, law enforcement, courts, healthcare providers, government agencies, families, and other stakeholders. The position requires independent work, sound judgment, discretion, strong customer service, and the ability to manage competing priorities in a fast-paced, deadline-driven 24/7 medicolegal environment. The coordinator supports OMI’s legal and judicial functions by managing case-related documentation, facilitating information exchange with courts and legal partners, monitoring workflow, and ensuring judicial requests are completed on time. The position is based at the Health Sciences Center in Albuquerque, New Mexico. Work on holidays and weekends may be required. This is a regular, full-time, benefits-eligible, non-exempt hourly staff position.

Requirements

High school diploma or GED.
At least 5 years of experience directly related to the duties and responsibilities; completed degrees above the minimum education requirement may substitute for experience on a year-for-year basis.
Ability to manage confidential and legally sensitive information with professionalism, discretion, and sound judgment.
Strong organizational skills, attention to detail, follow-through, communication, and customer service skills.
Ability to manage competing priorities and work independently in a fast-paced, deadline-driven environment.
Advanced proficiency with computers and Microsoft Office applications.

Nice To Haves

Experience coordinating subpoenas, court appearances, depositions, pretrial interviews, court orders, and legal documentation in a judicial, legal, law enforcement, healthcare, or medicolegal environment.
Ability to manage multiple cases, schedules, deadlines, and competing priorities accurately in a fast-paced, high-volume environment.
Demonstrated precision in reviewing, tracking, and maintaining sensitive records, court documents, case files, and scheduling information.
Knowledge of court procedures, subpoena management, legal terminology, document handling requirements, and interactions with prosecutors, attorneys, and court personnel.
Excellent verbal and written communication skills and ability to interact with attorneys, judges, law enforcement agencies, medical professionals, families, and the public.
Experience handling sensitive, confidential, and legally protected information while adhering to privacy requirements.
Experience managing complex calendars, coordinating court appearances, resolving scheduling conflicts, and communicating schedule changes.
Advanced skills with Microsoft Office Suite, Outlook, Smartsheet, case management systems, electronic records systems, and data-tracking tools.
Ability to build and maintain effective relationships with internal and external stakeholders and provide responsive, professional, solution-oriented service.
Ability to work independently, anticipate issues, resolve conflicts, adapt to changing priorities, and make informed decisions.

Responsibilities

Manage subpoenas, court orders, trial appearances, pretrial interviews, depositions, and other legal proceedings involving OMI forensic pathologists, fellows, and staff.
Serve as the primary liaison between OMI and prosecutors, attorneys, law enforcement agencies, court personnel, government partners, families, and other stakeholders.
Maintain court calendars and tracking systems, coordinate witness schedules, prepare court packets, and ensure case files and supporting documentation are complete and available for legal proceedings.
Arrange travel, accommodations, transportation, and related logistics for forensic pathologists attending court proceedings throughout New Mexico.
Maintain accurate records of judicial activities, generate reports, support process improvements, respond to inquiries, and provide professional, confidential customer service.
Track judicial deadlines and coordinate records and court requests in accordance with applicable statutes, policies, and procedures.