37971BR

Extended Job Title:

Medical Secretary (Emergency Med/Alberta)

Org Level 1:

Texas Tech Unv Hlth Sci Ctr El Paso

Position Description:

To perform specialized clerical and secretarial duties in support of the medical staff/faculty of the TTUHSC. 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. 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:

37971BR

Travel Required:

None

Major/Essential Functions:

• Serves as the Department of Emergency Medicine administrative office receptionist. Provides general information in response to in-person and telephone inquiries from HSC faculty, staff, customers, and general public, etc. Handles questions and requests when appropriate, or refers person inquiring to appropriate faculty or staff member

• Responsible for purchasing equipment & supplies for the chair, faculty grants and Research Division. This will be done with purchase orders, direct pay, etc. May process cost transfers when needed. Assigned a procurement card. Keeps and reconciles log, reviews account codes and submits for approval. Responsible for maintaining files and pertinent documentation on all orders and expenditures in the event of an audit. Reviews and takes action on outstanding balance in encumbrance report. Processes new fiscal year standing POs. Travels intracity for urgent purchases. Keeps inventory of supply room to ensure toners, and other office supplies are available.

• Responsible for making travel arrangements for chair, faculty, staff and for research division. Seeks approval. Prepares travel applications and voucher with pertinent information. Ensures CMS Provider spreadsheet is updated with accurate information or staff member

• Responsible for coordinating and maintaining property inventory for B3200 Emergency Medicine by using the property management online system. Keeps track of equipment purchase requiring inventory tags and updates in the property inventory system. Physically verifies all departmental property. Maintains office supply room and storage area in neat order

• Responsible for clerical support of research director, principal investigator, clinical research coordinator and HSC Research staff in the Research Division. Maintains their schedule. Transcribes and types correspondence, manuscripts, and lectures. May schedule appointments for interviews, meetings, conferences, etc.

• Unit Safety Officer for the department. Coordinates safety related activities within the department. Ensures new employees complete NESOP 1 & 2 by required deadline

• Processes Employee One-Time Payments (EOPs) and Labor Redistribution (LRDs) as required. Will process for Research Division and grants.

• Responsible for sorting and distribution of mail to appropriate personnel. Mail for faculty and residency program are sorted separately and given to the Academic Administrative Coordinator.

• Maintains schedule for Department of Emergency Medicine conference room. Confirm the reservation with the requestor. On a weekly basis confirms reservations of rooms with parties involved. Ensures monthly faculty/chairs meetings and Thursday conference are listed throughout the year.

• Responsible to ensure daily operation on all printers (large multi-user only), copier and fax machine. Replenishes paper supply on a daily basis throughout the day.

• Maintains and distributes departmental telephone, pager and e-mail listing. Assures listing is kept current. Revises listing as soon as revision is announced.

• Performs data entry on the systems required by Texas Tech programs in the different Emergency Medicine divisions. Assists in collecting, assembling, and distributing curriculum computer, and teaching materials.

• Submits work orders to IT and Facilities and Maintenance when requested and/or assigned by supervisor.

• Meets with supervisors weekly or on as needed basis to apprise of any major projects, work flow and any problems encountered.

• 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?:

No

Minimum Hire Rate:

Compensation is commensurate upon the qualifications

Pay Basis:

Hourly

Schedule Details:

Hours: 8am-5pm

Work Location:

El Paso

Preferred Qualifications:

• Detail oriented, performs satisfactorily under pressure of deadlines, displays proficiency in grammatical and spelling skills, ability to type accurately, basic knowledge of institutional purchasing policies and procedures.

• Knowledge of Microsoft Office Suite, Word, Excel, PowerPoint, Outlook.

• Ability to speak effectively before groups of customers or employees of the organization.

• Must be able to perform each essential duty satisfactorily.

• Individual must possess the knowledge, skills and abilities to perform essential functions of job with or without reasonable accommodation, using some other combination of skills and abilities with or without the aid of mechanical devices, to safely perform the essential functions of the job.

• Ability to learn, read and interpret documents such as safety rules, operating and maintenance instructions, and procedures manuals.

• Ability to write routine general and medical correspondence.

• Establishes and maintains positive customer relationships.

• Work is performed under general office conditions requiring a high degree of telephone and personal contact with HSC faculty, staff, customers, residents and outside professionals.

• Employees in this position must exercise a high degree of confidentiality.

• Knowledge and experience in receptionist telephone console, purchasing, travel, property inventory and safety officer.

• Able to read, write, and speak Spanish proficiently.

• Knowledgeable and experienced in TTUHSC systems and processes

Campus:

HSC - El Paso

Department:

Emergency Medicine Elp Genl

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 on the Human Resources webpage.

Job Group:

Executive and Admin Assistants

Shift:

Day

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.

Required Qualifications:

• A minimum of a High school diploma or GED

• At least 90 days experience as a Medical Secretary Trainee OR * three years of secretarial experience with 1 year in a medical or educational setting

Does this position work in a research laboratory?:

No

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: https://www.ttuhsc.edu/emergency/clery-report.aspx