Medical Admin Secretary - Internal Medicine

Texas Tech University Health Sciences Center; Lubbock (TX); On-site; USD 40,000 - 55,000; Full time

Benefits offered by this job

Health plans + supplemental coverage

Paid time off

Retirement plans

Wellness programs

Mother-Friendly workplace

Job summary

Texas Tech University Health Sciences Center in Lubbock, TX is seeking a Medical Administrative Secretary to support the Department of Internal Medicine and its leadership team. You will manage calendars, coordinate meetings, assist with recruitment and onboarding, and prepare key documents for department leadership.

This highly visible role requires organization, discretion, and the ability to handle multiple priorities in a fast-paced academic healthcare setting.

Qualifications

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

Responsibilities

• Serve as a central point of contact for the department, coordinating meetings, communications, and administrative activities.
• Support faculty recruitment efforts, onboarding, insurance enrollment, 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.
• Coordinate travel arrangements and prepare related documentation and expense materials.
• Provide high-level administrative support to the Department Chair, including meeting coordination and confidential records management.

Skills

Senior Medical Secretary

Medical secretarial experience

Education

High school diploma or equivalent

Job description

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

Position Description

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.

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.

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.

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.