Medical Admin Secretary

Org Level 1

Texas Tech Unv Hlth Sci Ctr El Paso

Position Description

The Medical Administrative Secretary provides comprehensive administrative and operational support to departmental leadership and faculty within the academic 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. Work is performed under general office conditions requiring a high degree of personal contact with faculty, staff, patients, and outside professionals. Work is also performed under pressure of deadlines, which may include frequent requests for urgent reports. The role requires strong organizational skills, attention to detail, and the ability to coordinate multiple administrative processes in a fast-paced academic medical environment.

Requisition ID

44950BR

Travel Required

Up to 25%

Major/Essential Functions

• Supports the department by answering phone calls, managing incoming and outgoing mail, coordinating conference room scheduling, preparing documents for meetings, arranging dry cleaning services when necessary, and maintaining the administrative area organized and presentable.
• Provide comprehensive administrative support to the Department Chair and Department Administrator, including managing calendars, scheduling meetings and departmental events, preparing meeting materials and agendas, recording minutes when needed, and assisting with professional correspondence.
• Coordinate faculty recruitment activities by arranging candidate travel, developing and executing interview itineraries, coordinating meetings with faculty and leadership, assisting with recruitment events, and supporting the onboarding process for new faculty members.
• Provide administrative support to faculty by maintaining monthly schedules, managing departmental calendars, coordinating schedule updates, preparing correspondence and reports, and assisting with day-to-day operational needs.
• Assist with faculty credentialing and re-credentialing processes by preparing, tracking, and submitting required documentation for institutional and hospital privileges. Maintain credentialing records, monitor expiration dates for licenses and certifications, and coordinate with institutional offices, hospitals, and external organizations regarding credentialing requirements and status updates.
• Process faculty leave requests and maintain accurate leave records in accordance with institutional policies. Coordinate scheduling adjustments and assist with departmental coverage planning as needed.
• Assist faculty with travel arrangements and travel authorization documentation. Process travel reimbursements and expense reports in accordance with institutional guidelines and maintain documentation for compliance and auditing purposes.
• Support departmental purchasing and financial coordination by initiating and tracking purchasing requests, coordinating with procurement offices on purchase orders and invoices, maintaining purchasing records, and assisting with departmental expense tracking.
• Maintain organized departmental records, databases, and tracking systems related to faculty schedules, credentialing, recruitment activities, and operational needs.
• Assist with coordination of departmental meetings, special events, faculty visits, and institutional initiatives as requested by the Department Chair or Administrator.
• Support ongoing departmental operations by assisting with communication between faculty, staff, institutional offices, and external partners.
• 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.

Grant Funded?

No

Minimum Hire Rate

Compensation is commensurate upon the qualifications of the individual selected

Pay Basis

Hourly

Work Location

El Paso

Preferred Qualifications

• Bachelor's degree in Business Administration, Healthcare Administration, Public Administration, or a related field.
• Strong proficiency in Microsoft Excel and data tracking systems used for administrative reporting and operational monitoring.

Campus

HSC - El Paso

Department

Ob Gyn Dept Elp Genl

Required Attachments

Resume / CV, Transcript

Job Type

Full Time

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.

Job Group

Office and Admn Wkrs All Other

Shift

Day

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.

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.

Does this position work in a research laboratory?

No

Navy Enlisted Classification Code

YN

Army Military Occupational Specialty Code

56M

Air Force Specialty Code

3A1X1, 8A200

Marine Military Occupational Specialty Code

0111

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