Family Medicine Administrative Assistant

Texas Tech University Health Sciences Center; Lubbock (TX); On-site; USD 25,000 - 34,000; Full time

Job summary

Texas Tech University Health Sciences Center in Odessa is seeking a Family Medicine Administrative Assistant to perform routine administrative support and assist with clinical and department-wide operations. The role requires handling scheduling, reporting, and documentation with attention to detail.

The position offers hourly pay with a schedule Monday–Friday, 8:00 AM–5:00 PM, and is located in Odessa. Applicants should have a high school diploma or equivalent and at least five years of office

Qualifications

• High school or the equivalent.
• Five years office experience. Additional education may substitute for experience on a year for year basis.

Responsibilities

• Coordinate faculty leave and scheduling activities, including clinical schedules, Outlook calendars, teaching assignments, and administrative responsibilities.
• Generate, analyze, and validate departmental reports, including patient volume, financial performance, productivity, and operational metrics.
• Provide administrative and clinical support for the Department of Family and Community Medicine, including departmental projects, operational initiatives, process improvements, reports, and documentation.
• Develop, coordinate, negotiate, and maintain departmental contracts with internal and external partners in collaboration with the Senior Clinical Department Administrator.
• Coordinate faculty renewals and maintain licensure, certification, membership, and credentialing records.
• Maintain accurate records of faculty benefits, CME, travel, administrative purchases, and administrative time.

Skills

Time management

Prioritization

Office software

Communication

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

Extended Job Title

Family Medicine Administrative Assistant

Position Description

Performs routine administrative support or technical program assistance work. Works under moderate supervision with limited latitude for the use of initiative and independent judgment.

Requisition ID

45823BR

Travel Required

None

Pay Grade Maximum

25.00

Major/Essential Functions

• Coordinate faculty leave and scheduling activities, including clinical schedules, Outlook calendars, teaching assignments, and administrative responsibilities. Identify coverage needs and collaborate with leadership and faculty to ensure clinical, hospital, teaching, contractual, and administrative obligations are appropriately covered.
• Generate, analyze, and validate departmental reports, including patient volume, financial performance, productivity, and operational metrics. Identify discrepancies and present findings to departmental leadership.
• Provide administrative and clinical support for the Department of Family and Community Medicine, including departmental projects, operational initiatives, process improvements, reports, and documentation.
• Develop, coordinate, negotiate, and maintain departmental contracts with internal and external partners in collaboration with the Senior Clinical Department Administrator. Monitor contract requirements and maintain current documentation.
• Coordinate faculty renewals and maintain licensure, certification, membership, and credentialing records. Monitor expiration dates and ensure timely completion of required renewals and documentation.
• Maintain accurate records of faculty benefits, CME, travel, administrative purchases, and administrative time. Coordinate conference registrations, travel arrangements, and reimbursement processes, ensuring accurate and timely documentation.
• Coordinate departmental and faculty meetings, including scheduling, room reservations, setup, meals, agendas, materials, minutes, and distribution of meeting documentation.
• Communicate and collaborate with faculty, residents, staff, leadership, administrators, and internal and external partners to facilitate departmental operations and administrative activities.
• Assist the Senior Clinical Department Administrator with special projects, data analysis, reporting, process improvement, and other operational and strategic initiatives.

Grant Funded?

No

Pay Grade Minimum

18.00

Pay Basis

Hourly

Schedule Details

M-F 8AM- 5PM

Work Location

Odessa

Preferred Qualifications

• Bachelor's in degree Business
• Experience with organizational time-management and prioritization tasks
• Experience with managing multiple responsibilities and competing deadlines
• Experience with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.

Department

Family Med Ode General

Required Attachments

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 website at https://app4.ttuhsc.edu/payplan.

Shift

Day

EEO Statement

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, genetic information or status as a protected veteran.

Required Qualifications

• High school or the equivalent
• Five years office experience. Additional education may substitute for experience on a year for year basis.

Does this position work in a research laboratory?

No

Navy Enlisted Classification Code

AZ, RP, YN

Army Military Occupational Specialty Code

36B, 42A, 56M

Air Force Specialty Code

3A1X1, 8A200

Marine Military Occupational Specialty Code

0111

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. To view this report, visit the TTUHSC Clery Act website at https://www.ttuhsc.edu/compliance/clery-report.aspx.

Introduction

Nationally recognized as a Great College to Work For, TTUHSC provides much more than just a job! Enjoy excellent benefits, including paid leave, retirement plans, wellness programs, health insurance and so much more. Ready to start building a rewarding career in a positive environment where you can develop and thrive? Join us as we change the future of health care.

About TTUHSC

Texas Tech University Health Sciences Center is enriching the lives of others by educating students, providing excellent patient care, and advancing knowledge through innovative research. TTUHSC graduates more health care professionals than any other health care institution in the state, conferring 24.2% of all degrees and certificates awarded from health-related institutions in Texas. By providing comprehensive clinical services to more than 10 million individuals across 121 counties, TTUHSC is dedicated to advancing the health of people throughout Texas and beyond. This is where world-class education meets compassionate patient care – and we believe that our people are the reason for our institution’s lasting success and bright future.

Being part of the TTUHSC team means being part of an innovative and supportive community that empowers each individual to do their best work. Through our values-based culture, TTUHSC is committed to cultivating an exceptional workplace community with a positive culture that puts people first.

Benefits

TTUHSC is committed to creating an environment where our team members can do their best work, with programs and benefits to support head-to-toe well-being. Explore just a few of the advantages of being a TTUHSC team member:

• Health Plans + Supplemental Coverage Options – Individual health insurance provided at no cost for full-time team members
• Paid Time Off – Including holidays, vacation, sick leave and more
• Retirement Plans
• Wellness Programs
• Certified Mother-Friendly Workplace

Additionally, TTUHSC invests in the success of our team members by providing opportunities for personal and professional growth, including lifelong learning programs, recognition programs, and health and wellness initiatives. Team members also enjoy a variety of other perks, such as special membership rates at local gyms and golf courses, access to state-of-the-art software and facilities, and discounts on travel, technology, entertainment and more.

Visa Information

TTUHSC, at its sole discretion, may initiate new H-1B I-129 visa petitions in accordance with the directive issued by Governor Abbott. Approval from the Texas Workforce Commission is required. On a limited, case-by-case basis, the institution may also sponsor eligible individuals for change-of-status or change-of-employer petitions for qualifying positions. TTUHSC will not pay the $100,000 fee, if applicable.