Medical Admin Secretary - Internal Medicine

Texas Tech University Health Sciences Center; Lubbock (TX); Sur place; USD 23 000 - 58 000; Plein temps

Avantages offerts par ce poste

Health plans

Paid time off

Retirement plans

Wellness programs

Mother-friendly workplace

Résumé du poste

Texas Tech University Health Sciences Center (TTUHSC) seeks a Medical Administrative Secretary for the Department of Internal Medicine in Lubbock. You will partner with the Department Chair and leadership, coordinating schedules, communications, and recruitment activities while ensuring smooth daily operations.

The role requires exceptional organization, discretion, and the ability to manage multiple priorities in a fast-paced academic healthcare setting.

Qualifications

• High school diploma or equivalent is required.
• Experience in medical/academic setting preferred; strong organizational skills are essential.

Responsabilités

• Serve as central point of contact for the department and manage meetings, communications, and administrative activities.
• Support faculty recruitment, onboarding, insurance enrollment, appointments, and credentialing processes.
• Maintain spreadsheets, reports, and data tracking tools to support leadership decision-making.
• Prepare correspondence, presentations, reports, and other documents for department leadership.
• Coordinate travel arrangements and prepare related documentation and expense materials.
• Provide high-level administrative support to the Department Chair and leadership team.

Connaissances

Executive support

Microsoft Office

Communication skills

Organized

Self-starter

Proactive

Formation

High school diploma/Equivalent

Description du poste

Introduction

TTUHSC provides so 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.

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.

Position Description

Be the organizational force behind a department that advances patient care, medical education, and research.

As the Medical Administrative Secretary, you will serve as a trusted partner to the Department Chair and leadership team, helping keep departmental operations running smoothly while supporting faculty recruitment, executive‑level administration, and strategic initiatives. This highly visible role offers the opportunity to interact with faculty, staff, trainees, patients, and external professionals, making a meaningful contribution to the success of the Department of Internal Medicine.

Success in this position requires exceptional organization, professionalism, discretion, and the ability to manage multiple priorities in a fast‑paced academic healthcare environment. You'll coordinate complex schedules, facilitate important communications, support recruitment and onboarding efforts, and help ensure department leaders have the information and resources they need to make informed decisions.

Whether you're organizing high-level meetings, preparing reports and presentations, coordinating faculty appointments, or serving as a key point of contact for department stakeholders, you'll play an essential role in supporting the department's mission and daily operations.

Major/Essential Functions

• Serve as a central point of contact for the department, coordinating meetings, communications, and administrative activities.
• Support faculty recruitment efforts, including candidate communications, onboarding coordination, insurance enrollment, faculty appointments, and credentialing processes.
• Maintain spreadsheets, reports, and data tracking tools to support departmental operations and leadership decision‑making.
• Prepare professional correspondence, presentations, reports, memos, and other documents for department leadership.
• Conduct basic literature and information searches to support departmental initiatives and projects.
• Manage the Chair's calendar, appointments, and scheduling priorities.
• Coordinate travel arrangements and prepare related documentation and expense materials.
• Provide high‑level administrative support to the Department Chair, including meeting coordination, agenda preparation, correspondence management, and maintaining confidential records.
• Serve as the primary liaison for individuals seeking to communicate with department leadership.
• Prepare and maintain monthly reports and director logs as needed.
• Collaborate with the Department Administrator and contribute as a member of the Internal Medicine Leadership Team.
• Process departmental purchases, purchase orders, and institutional credit card transactions.
• Support a culture of collaboration, professionalism, and service excellence aligned with TTUHSC values.
• Follow institutional and departmental policies, procedures, and safety standards.

Occasional Duties

Other duties as assigned

Required Qualifications

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

Preferred Qualifications

Prior experience in executive support, willingness to work with team, organized, excellent communicator both verbally and written, self-starter, pro‑active, strong Microsoft Office skills, ability to apply critical thinking and executive decision‑making.

Required Attachments

Resume / CV

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.

Job Type

Full Time

Pay Basis

Hourly

Pay Grade Minimum

16.89

Pay Grade Maximum

42.23

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.

Grant Funded?

No

Travel Required

None

Shift

Day

Schedule Details

Monday-Friday 8:00am-5:00pm

Does this position work in a research laboratory?

No

Air Force Specialty Code

3A1X1, 8A200

Army Military Occupational Specialty Code

56M

Marine Military Occupational Specialty Code

0111

Navy Enlisted Classification Code

YN

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.

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.