Medical Admin Secretary - Internal Medicine

Texas Tech University • Lubbock, TX

8d

About The Position

The Medical Admin Secretary supports the Department of Internal Medicine’s patient-care, medical-education, and research mission. The role provides high-level administrative support to the Department Chair and leadership team, helping departmental operations run smoothly and supporting faculty recruitment, executive-level administration, and strategic initiatives. The position interacts with faculty, staff, trainees, patients, and external professionals in a fast-paced academic healthcare environment, requiring exceptional organization, professionalism, discretion, and the ability to manage multiple priorities.

The role coordinates complex schedules and communications; supports recruitment, onboarding, faculty appointments, and credentialing; maintains operational data and reports; prepares documents and presentations; coordinates meetings and travel; manages confidential records; and processes departmental purchases and transactions. It also serves as a key point of contact for the department and contributes to a collaborative, professional culture aligned with TTUHSC values and institutional policies.

Requirements

• High school diploma or equivalent.
• 12 months of experience as a Senior Medical Secretary at TTUHSC, or 5 years of experience in a progressively responsible secretarial position, including 3 years in a medical or scientific setting.

Responsibilities

• Serve as a central point of contact for the department, coordinating meetings, communications, and administrative activities.
• Support faculty recruitment, including candidate communications, onboarding coordination, insurance enrollment, faculty appointments, and credentialing processes.
• Maintain spreadsheets, reports, and data-tracking tools to support departmental operations and leadership decision-making.
• Prepare correspondence, presentations, reports, memos, and other documents for department leadership.
• Conduct basic literature and information searches to support departmental initiatives and projects.
• Manage the Chair’s calendar, appointments, and scheduling priorities.
• Coordinate travel arrangements and prepare related documentation and expense materials.
• Provide high-level administrative support to the Department Chair, including meeting coordination, agenda preparation, correspondence management, and maintenance of confidential records.
• Serve as the primary liaison for individuals seeking to communicate with department leadership.
• Prepare and maintain monthly reports and director logs as needed.
• Collaborate with the Department Administrator and contribute as a member of the Internal Medicine Leadership Team.
• Process departmental purchases, purchase orders, and institutional credit card transactions.
• Support a culture of collaboration, professionalism, and service excellence aligned with TTUHSC values.
• Follow institutional and departmental policies, procedures, and safety standards.

What This Job Offers

• Job Type: Full-time
• Education Level: High school or GED