Medical Admin Secretary

Texas Tech University Health Sciences Center
June 22, 2022
Lubbock, TX
Job Type


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

Major/Essential Functions

-Supports the Service Plus philosophy of Texas Tech University Health Science Center.
-Reconciling purchase card logs.
-Professional coordination of administrative functions for the ENT division, including, scheduling of meetings, updating CME and CV's, keeping up with leave time, other office duties.
-Transcription ability to transcribe letters dictated by physicians and send out clinic notes to referring physicians.
-Produce letter of response independently with little input. Must be able to predict need and content without direction.
-Back up to answer departmental phones. Patient relations provide guidance and direction to patients when necessary.
-Sending requests to department accountant for reimbursements.
-Input of ENT call schedule and provide updates when necessary. Including into Qgenda for Covenant payroll.
-Travel coordinator make all travel arrangements for physicians. Including registration.
-Prepare Covenant On Call Trauma invoices with breakdowns.
-Input data into Digital Measures from on going activities of the Faculty to update the ENT website.
-Keeping track of CME's for Providers.
-Handling subscription, membership dues and license renewals, scheduling new photographs for Clinic use.
-Worked with Compliance office to ensure providers have appropriate training during each renewal period, including Ethics courses.
-Coordinating w/Sales representatives to set up outside dinner presentations/meetings for the Dept of Otolaryngology physicians, as well as Journal Club.
-Coordinating numerous shadowing appointments with ENT physicians for medical and undergraduate students.
-Processes the credentialing for Covenant, Covenant High Plains Surgery Center, UMC, and Military for current reappointments and for a new ENT Faculty member and Staff (Nurse Practitioner).
-Will be processing UMC/TTUHSC and Covenant/Covenant Audiologist who join ENT.
-Preparing Faculty/Nurse Practitioner Absence Request and communicating with the Clinic and Nurses for various Faculty travel and other absences. Keeping the calendars updated.
-Performs other related duties as required.

Required Qualifications

High school diploma or GED. At least 12 months experience as a Senior Medical Secretary at TTUHSC.
5 years experience in a progressively responsible secretarial position with 3 years in a medical or scientific setting.

Preferred Qualifications

Progressive clinic administrative or high level administrative support.

Detailed oriented, ability to multi task, and must be able to work professionally without much direct supervision. Typing experience with emphasis on medical transcription. Knowledge of correct spelling, punctuation, and grammar. Knowledge of office processes and procedures, knowledge of medical terminology, ability to establish and maintain effective working relationships.

Required Attachments

Resume / CV

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.

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 applicant's race, ethnicity, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information or status as a protected veteran.

Jeanne 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:

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