OMI Admin Assistant 3 - Judicial Coordinator

As a nationally accredited program with a strong educational mission within The University of New Mexico School of Medicine, the Office of the Medical Investigator (OMI) investigates deaths occurring throughout New Mexico that are sudden, violent, untimely, unexpected, or unexplained. As a special program within the Department of Pathology, OMI determines the cause and manner of death and provides formal death certification.

The Office of the Medical Investigator (OMI) is seeking a highly organized and detail-oriented Administrative 3 – Judicial Coordinator to support the coordination and administration of OMI’s judicial operations. This unique opportunity plays a vital role in advancing OMI’s statewide medicolegal mission by ensuring court-related records, investigative documentation, case files, reports, subpoenas, and other sensitive information are accurately processed, maintained, secured, and made available in accordance with established legal requirements, agency policies, and records-management standards.

Our ideal candidate is a strong communicator with exceptional organizational skills and the ability to effectively manage competing priorities in a fast-paced, deadline-driven environment. The successful candidate will coordinate judicial requests and legal processes while building and maintaining effective working relationships with OMI leadership and staff, medical investigators, attorneys, law enforcement agencies, courts, healthcare providers, government agencies, families, and other stakeholders. This position requires the ability to work independently, exercise sound judgment, and handle sensitive matters with professionalism and discretion.

The position demands a high level of attention to detail, confidentiality, follow-through, and customer service, along with advanced proficiency in computers and Microsoft Office applications. The successful candidate will be comfortable managing confidential and legally sensitive information, maintaining accurate records, tracking judicial deadlines, responding to records and court requests, and ensuring compliance with applicable statutes, policies, and procedures within a 24/7 high-accountability medicolegal environment.

This position serves a critical role in supporting OMI’s legal and judicial functions by coordinating case-related documentation, facilitating information exchange with courts and legal partners, monitoring workflow processes, and ensuring timely completion of judicial requests. The ideal candidate thrives in a complex operational environment, demonstrates strong independent judgment and problem-solving skills, and brings experience with Smartsheet, data-management systems, and process tracking tools to maintain efficient, accurate, and accountable judicial operations.

OMI is a 24/7 facility, work on holidays and weekends may be required.

Position Responsibilities

· Coordinate Judicial Proceedings: Manage and oversee subpoenas, court orders, trial appearances, pretrial interviews, depositions, and other legal proceedings involving OMI forensic pathologists, fellows, and staff.

· Serve as Primary Judicial Liaison: Act as the central point of contact between OMI and prosecutors, attorneys, law enforcement agencies, court personnel, government partners, families, and other stakeholders, ensuring effective communication and coordination.

· Manage Scheduling, Records, and Case Preparation: 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.

· Coordinate Travel and Logistics: Arrange travel, accommodations, transportation, and related logistics for forensic pathologists attending court proceedings throughout New Mexico, ensuring timely and efficient support.

· Provide Administrative and Customer Service Support: Maintain accurate records of judicial activities, generate reports, support process improvements, respond to inquiries, and provide professional, confidential customer service in a high-accountability medicolegal environment.

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.

· Experience Coordinating Legal Proceedings - Proven experience managing subpoenas, court appearances, depositions, pretrial interviews, court orders, and legal documentation within a judicial, legal, law enforcement, healthcare, or medicolegal environment.

· Exceptional Organizational Skills - Ability to manage multiple cases, schedules, deadlines, and competing priorities while maintaining accuracy in a fast-paced, high-volume environment.

· Strong Attention to Detail - Demonstrated ability to accurately review, track, and maintain sensitive records, court documents, case files, and scheduling information with a high degree of precision.

· Knowledge of Judicial and Legal Processes - Understanding of court procedures, subpoena management, legal terminology, document handling requirements, and interactions with prosecutors, attorneys, and court personnel.

· Advanced Communication Skills - Excellent verbal and written communication skills with the ability to effectively interact with attorneys, judges, law enforcement agencies, medical professionals, families, and members of the public.

· Ability to Maintain Confidentiality and Exercise Discretion - Experience handling sensitive, confidential, and legally protected information while demonstrating professionalism, sound judgment, and adherence to privacy requirements.

· Scheduling and Calendar Management Expertise - Strong experience managing complex calendars, coordinating court appearances, resolving scheduling conflicts, and ensuring timely communication of changes to stakeholders.

· Proficiency with Technology and Data Tracking Systems - Advanced skills with Microsoft Office Suite, Outlook, Smartsheet, case management systems, electronic records systems, and data-tracking tools used to monitor judicial activities and workload.

· Customer Service and Stakeholder Relationship Management - Ability to build and maintain effective working relationships with internal and external stakeholders while providing responsive, professional, and solution-oriented service.

· Independent Judgment and Problem-Solving Ability - Demonstrated ability to work independently, anticipate issues, resolve conflicts, adapt to changing priorities, and make informed decisions in support of critical judicial operations.

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.

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.