Medical Admin Secretary

Texas Tech University•El Paso, TX

6d•Onsite

About The Position

Performs specialized clerical and secretarial duties in direct support of medical staff and faculty within the department. The role involves varied and complex office duties requiring thorough knowledge of departmental and institutional policies and procedures, as well as medical and scientific terminology. The position may supervise a small clerical unit. Work is performed under general office conditions with extensive telephone and personal contact with faculty, staff, patients, and outside professionals, and may involve deadline pressure and frequent urgent report requests. This position is performed onsite at Texas Tech Health El Paso (TTEP); remote and hybrid work are not available. TTEP is not considering applicants who require employment visa sponsorship, including applicants with H1B visas or current student or postgraduate visas. The position coordinates administrative functions and provides support to departmental leadership and staff. It maintains records and documentation supporting departmental, institutional, credentialing, and regulatory compliance; coordinates meetings, travel, conferences, and related administrative processes; and provides coverage for other departmental administrative staff as needed. The role requires adherence to institutional policies and required training, and consistent demonstration and promotion of TTUHSC EP values and a collaborative, professional, service-oriented work environment. Compensation is commensurate with the selected individual's qualifications and the hiring department's budgetary guidelines and institutional pay plan.

Requirements

High school diploma or GED.
At least 12 months of experience as a Senior Medical Secretary at TTUHSC, or five years of experience in a progressively responsible secretarial position, including three years in a medical or scientific setting.
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 and 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.

Responsibilities

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 documentation, and other administrative activities.
Assist with faculty and provider recruitment, onboarding, visa processing, and credentialing activities.
Maintain current CVs, certifications, immunization records, training documentation, and other required records.
Maintain accurate and current records and documentation supporting departmental, institutional, credentialing, and regulatory compliance requirements.
Coordinate and process travel and conference requests, including obtaining 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 applicable policies, procedures, and practices, including Regents Rules, TTUS, and HSECEP OPs.
Remain current with required licensure, certifications, mandatory compliance requirements, and training.
Demonstrate TTUHSC EP values and serve as a values leader by promoting and encouraging staff across the institution.
Promote a collaborative, professional, and service-oriented work environment.
Perform other duties as assigned.