Medical Admin Secretary

Extended Job Title
Medical Admin Secretary

Org Level 1
Texas Tech Univ Health Sciences Ctr

Org Level 7
512501 - Ob Gyn Pavilion Lbk

Position Description
Performs specialized clerical and secretarial duties in direct support of a Department Chair within the Health Science Center. 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

Requisition ID
23144BR

Optional Attachments
Professional/Personal Reference, Professional License/Certification, Recommendation/Referral

Travel Required
Up to 25%

Major/Essential Functions

• Assistant to the Chairman. Includes, but not limited to, article & book research, editing and submission of documents, and assisting with lecture material to include PowerPoint, handouts etc.

• Plans the activities of and oversees all academic and administrative support for assigned faculty to include the department chair. To include all admin assistant checklist items, daily monitoring, effective communications, effective training, continuous improvement and successful implementation of policy and processes and demonstrates efficiency in academic and administrative operations.

• Performs tasks which require advance skills and knowledge in organization, planning, interpersonal relations, in-depth knowledge of academic and administrative operations relative to departmental division support.

• Interacts and works closely with the Senior Clinical Departmental Administrator and the Sr. Director of finance on various tasks/projects.

• Responsible for writing and updating Standard Operating Procedures for area of responsibility.

• Create and maintain personnel and recruiting records for providers. To include working with Faculty Recruitment and Faculty Affairs departments, setting up interviews, placing ads and all new hire /termination tasks includes all HR and Brassring items.

• Processes leave requests and maintain leave spreadsheet. Approve exempt leave reports for Providers.

• Submit various requests as needed. (Pagers, housekeeping, facilities, surplus etc.)

• Prepare agenda and minutes for Faculty Meeting and other meetings as assigned.

• Assist and Maintain Faculty On Call Schedule, Faculty Weekly Schedule, Faculty Holiday Schedule. Process Faculty on Call Pay EOPS.

• Other items including, but not limited to, PLI, UMC Director Logs, Faculty Monthly Highlights, pcard allocations/reconciliation, Campbell Wilson Faculty Time Study, Tenure & Promotion, Faculty Annual Evaluations, verifying licenses etc.

• Other Duties as needed, including serving as backup to other assistants and Sr. Director as needed.

Grant Funded?
No

Minimum Hire Rate
16.89

Pay Basis
Hourly

Schedule Details
Generally M-F 8-5

Work Location
Lubbock

Preferred Qualifications

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization. Ability to apply commonsense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls; and talk or hear. The employee is occasionally required to stand and walk. Specific vision abilities required by this job include close vision and the ability to adjust focus. Experience with TTU/TTUHSC Finance, Human Resources, Purchasing & Travel Systems as well as experience in a clinical setting, creating provider schedules and credentialing process. Excellent computer skills including Microsoft
Word and Excel. Excellent communication skills, both oral and written.

Campus
HSC - Lubbock

Department
Ob Gyn Pavilion Lbk

Required Attachments
Cover Letter, Resume / CV

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
As an EEO/AA employer, the Texas Tech University System and its components will not discriminate in our employment practices based on an applicants race, ethnicity, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information or status as a protected veteran.

Required Qualifications
High school diploma or the equivalent plus at least 12 months experience as a Senior Medical Secretary at TTUHSC with a most recent performance evaluation of Very Good or Outstanding

OR

5 years experience in a progressively responsible secretarial position with 3 years in a medical or scientific setting.

Does this position work in a research laboratory?
No