Family Medicine Administrative Assistant

Texas Tech University•Odessa, TX

About The Position

Performs routine administrative support or technical program assistance work. Works under moderate supervision with limited latitude for the use of initiative and independent judgment.

Requirements

High school or the equivalent
Five years office experience.
Additional education may substitute for experience on a year for year basis.

Responsibilities

Coordinate faculty leave and scheduling activities, including clinical schedules, Outlook calendars, teaching assignments, and administrative responsibilities.
Identify coverage needs and collaborate with leadership and faculty to ensure clinical, hospital, teaching, contractual, and administrative obligations are appropriately covered.
Generate, analyze, and validate departmental reports, including patient volume, financial performance, productivity, and operational metrics. Identify discrepancies and present findings to departmental leadership.
Provide administrative and clinical support for the Department of Family and Community Medicine, including departmental projects, operational initiatives, process improvements, reports, and documentation.
Develop, coordinate, negotiate, and maintain departmental contracts with internal and external partners in collaboration with the Senior Clinical Department Administrator. Monitor contract requirements and maintain current documentation.
Coordinate faculty renewals and maintain licensure, certification, membership, and credentialing records. Monitor expiration dates and ensure timely completion of required renewals and documentation.
Maintain accurate records of faculty benefits, CME, travel, administrative purchases, and administrative time.
Coordinate conference registrations, travel arrangements, and reimbursement processes, ensuring accurate and timely documentation.
Coordinate departmental and faculty meetings, including scheduling, room reservations, setup, meals, agendas, materials, minutes, and distribution of meeting documentation.
Communicate and collaborate with faculty, residents, staff, leadership, administrators, and internal and external partners to facilitate departmental operations and administrative activities.
Assist the Senior Clinical Department Administrator with special projects, data analysis, reporting, process improvement, and other operational and strategic initiatives.