Medical Secretary @ Employer_25898

Position Description

To perform specialized clerical and secretarial duties in support of the medical staff/faculty of the TTUHSC. Employees in this position are responsible for performing varied and complex office duties which require a thorough knowledge of departmental and institutional policies and procedures, as well as medical and scientific terminology. Work is performed under general office conditions requiring a high degree of telephone and personal contact with HSC faculty, staff, patients, and outside professionals. Work is also performed under pressure of deadlines, which may include frequent requests for urgent reports.

• Texas Tech Health El Paso (TTEP) is not considering applications from individuals who require sponsorship for an employment visa, including those with H1B visas or those currently on student or postgraduate visas.
• Additionally, this position is not eligible for remote or hybrid opportunities. All work is required to be performed onsite at TTEP.

Major/Essential Functions

• Responsible for providing assistance and support to Assigned Faculty, and Dept. Administrator to include answering incoming calls, assists in special projects, technical and business correspondence, and other assigned presentations related items ( ex: promotion packages, power point presentations).
• Maintains calendar(s), files, portfolio, scheduling, appointments, conference, etc. record of all processed forms, orders and expenditures on all material for a variety of records for assigned Faculty.
• Transcription of various medical reports, and technical business correspondence as needed for assigned Faculty, Department Chair, and Administrator
• Responsible for scheduling and coordinating committee meetings, education meetings, conferences, lectures for assigned Faculty, include work orders, and performs as requested for schedule event ( ex. Power point, presentations, letters, invites, etc.)
• Responsible for contacting vendors, request bids, verify receipt of merchandise on both TechBuy, Daily system and PCard for Pediatric Department.
• May be responsible for scheduling and coordinating Grand Rounds committee meetings, education meetings, lectures for assigned Faculty and performs related work as requested. (ex. Power Point presentations, letters etc.)
• Serves as forward facing front desk personnel. Participates in daily/weekly /monthly related secretarial duties including but not limited to obtaining and distributing departmental mail, pickup and delivering lab coats to Faculty and Chair, running errands, training staff, and providing front desk phone coverage.
• Assists with recruiting tasks, credentialing, on-boarding, and separation procedures for incoming/outgoing faculty and NP's.
• Assists in the Departmental Inventory and surplus items.
• May assist with entering the departmental on-call calendars for all Faculty into the Amion system.
• Remain current with all licensure, certifications, and mandatory compliance and training requirements for this position.
• Adhere to all policies, procedures, and practices (Regents Rules, TTUS, HSECEP OPs, etc.).
• Personally, and consistently, demonstrate, display and act in accordance with Texas Tech Health El Paso’s Values (Service, Respect, Accountability, Integrity, Advancement, and Teamwork). Serve as a Value's leader while actively promoting and encouraging staff across the institution.
• Perform all other duties as assigned.

Required Qualifications

• A minimum of a High school diploma or GED.
• At least 90 days experience as a Medical Secretary Trainee.
• OR
• Three years of secretarial experience with 1 year in a medical or educational setting.

Preferred Qualifications

• Ability to set priorities. Ability to multi task. Thorough knowledge of office procedures and knowledge of state and institutional regulations and policies applicable to assigned area of work. Clear, concise verbal and written communication skills.
• Excellent secretarial skills. Team player-works well with others and is willing to assist others when needed. Applies sound judgment. Moderate computer software skills, (i.e. Word, Excel and Outlook etc).
• Previous experience with procurement card purchases, policies, procedures and processes. Performs responsible and complex duties associated with a specialized function of clerical employees. Duties may be generally described as: planning, assigning, coordinating, directing, scheduling, evaluating, verifying, training, purchases and processing of information.
• Initiative and independent judgments are frequently exercised in formulating procedures or methods.
• Work is performed under general supervision within University policies and procedures. Job performance is based upon overall operation effectiveness.
• Knowledgeable in Medical terminology.

EEO Statement

All qualified applicants will be considered for employment without regard to sex, race, color, national origin, religion, age, disability, protected veteran status, or genetic information.

Jeanne Clery Act

The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act is a federal statute requiring colleges and universities participating in federal financial aid programs to maintain and disclose campus crime statistics and security information. By October 1 of each year, institutions must publish and distribute their Annual Campus Security Policy & Crime Statistics Report (ASR) to current and prospective students and employees. To view this report, visit the TTUHSC Clery Act website at https://www.ttuhsc.edu/compliance/clery-report.aspx.

Pay Statement

Compensation is commensurate upon the qualifications of the individual selected and budgetary guidelines of the hiring department, as well as, the institutional pay plan. For additional information, please reference the institutional pay plan on the Human Resources webpage.