40468BRExtended Job Title:Medical Admin SecretaryOrg Level 1:Texas Tech Unv Hlth Sci Ctr El PasoPosition 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:40468BROptional Attachments:TranscriptTravel Required:Up to 25%Major/Essential Functions:
Coordinate, organize, and implement projects and procedures as assigned.
Coordinate functions and duties in support of the Chair, Vice-Chairs, and Medical Directors of Department. Manages the daily calendar of Chair.
Assists department with administrative duties including but not limited to filing, maintaining master calendar, telephones, faxing, medical director logs, QI reports, etc.
Process forms for departmental operations. Compile reports.
Assist with processing of visas, credentialing, recruitment. Maintain CVs, certifications, immunizations, training requirements, etc. for Chair and Vice Chairs and during absence of front desk staff. faculty.
Responsible for maintaining current information to meet compliance requirements.
Participate in committees assigned. Attend training workshops and seminars, etc. SACC accreditation.
Process travel and conference requests for Chair and Vice Chairs, and obtains approvals and reimbursements.
Meet with Administrators to update on projects, deadlines, meetings, etc. Responsible to coordinate monthly meetings and any other required meetings as requested; takes minutes and types reports as requested.
Provides coverage for Department telephones
Adhere to all TTUHSCEP policies, procedures and processes.
Personally demonstrate, display, and act in accordance with TTUHSCEP’s values (Service, Respect, Accountability, Integrity, Advancement, and Teamwork). Actively promote and encourage staff across the institution.
Perform all other duties as assigned.
Grant Funded?:NoMinimum Hire Rate:Compensation is commensurate upon the qualifications of the individualPay Basis:HourlyWork Location:El PasoPreferred Qualifications:
Ability to work independently, plan, coordinate, and make sound decisions and work effectively under stressful situations. Be responsible for an have thorough knowledge of the work environment and general office procedures.
Ability to perform all the duties assigned and listed under "Responsibilities".
Ability to meet project deadlines and to process work in a productive and accurate manner.
Ability to establish and maintain effective working relationships with all levels of personnel, and the general public.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routing reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Intermediate or advanced skill level in Microsoft Office Suite (Word, Excel). Experience with QGENDA scheduling system.
Knowledge in the use of Banner/Cognos systems, such as EOPs, Travel and Current Leave Balances.
Campus:HSC - El PasoDepartment:Pathology ElpRequired Attachments:Resume / CVJob Type:Full TimePay 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 OtherShift:DayEEO Statement:As an EEO/AA employer, the Texas Tech University System and its components will not discriminate in our employment practices based on an applicant’s 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 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?:NoNavy Enlisted Classification Code:YNArmy Military Occupational Specialty Code:56MAir Force Specialty Code:3A1X1, 8A200Marine Military Occupational Specialty Code:0111Jeanne Clery Act:The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act is a federal statute requiring colleges and universities participating in federal financial aid programs to maintain and disclose campus crime statistics and security information. By October 1 of each year, institutions must publish and distribute their Annual Campus Security Policy & Crime Statistics Report (ASR) to current and prospective students and employees. You can locate this report through our website at: https://www.ttuhsc.edu/emergency/clery-report.aspx .