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.