What are the responsibilities and job description for the Admin Assistant 3- OMI Fellowship position at unm?
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 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.