Medical Admin Secretary @ Employer_25898

Position Description

Performs specialized clerical and secretarial duties in direct support of the medical staff and faculty within the department. 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. Employees in this classification may be responsible for supervising a small clerical unit. 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

• Coordinate administrative functions and provide support to the Department Chair, Vice-Chairs, Division Chiefs, and Department Administrator.
• Provide general administrative support, including maintaining departmental files and calendars, managing telephone communications, and assisting with departmental reports, Medical Director logs, Quality Improvement (QI) documentation, and other administrative activities.
• Assist with faculty and provider recruitment, onboarding, visa processing, and credentialing activities, including maintaining current CVs, certifications, immunization records, training documentation, and other required records.
• Maintain accurate and current records and documentation to support departmental, institutional, credentialing, and regulatory compliance requirements.
• Coordinate and process travel and conference requests including obtaining required approvals and processing reimbursements.
• Coordinate monthly and other departmental meetings as requested, including scheduling, preparing materials, recording minutes, and preparing related reports and correspondence.
• Provide administrative coverage and support during the absence of other departmental administrative staff.
• Adhere to all policies, procedures and practices (Regents Rules, TTUS, HSECEP OPs, etc.).
• Remains current with all licensure, certifications and mandatory compliances and trainings required of this position.
• Personally, and consistently demonstrate, display and act in accordance with TTUHSC EP's Values (Service, Respect, Accountability, Integrity, Advancement, and Teamwork). Serve as a Value's leader while actively promoting and encouraging staff across the institution.
• Promote a collaborative, professional, and service-oriented work environment.
• Perform other duties as assigned.

Required Qualifications

• High school diploma or GED.
• At least twelve (12) months experience as a Senior Medical Secretary at TTUHSC;
• OR Five (5) years experience in a progressively responsible secretarial position with three (3) years in a medical or scientific setting.

Preferred Qualifications

• Intermediate to advanced proficiency in Microsoft Office Suite, particularly Word and Excel.
• Experience using the QGenda scheduling system.
• Working knowledge of Banner and Cognos systems and related processes, including EOPs, travel, and leave administration.
• Ability to exercise sound judgment, maintain confidentiality, and make appropriate decisions within assigned areas of responsibility.
• Ability to manage multiple priorities and meet established deadlines in a fast-paced environment.
• Strong attention to detail with demonstrated accuracy and organizational skills.
• Ability to establish and maintain effective professional relationships with internal and external stakeholders.
• Strong written and verbal communication skills.
• Ability to interpret and apply institutional policies, procedures, guidelines, and other administrative requirements.

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. You can locate this report through our website at: https://www.ttuhsc.edu/emergency/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.