Senior Administrative Secretary - House Staff Office, GME 23C.1.1
JOB DESCRIPTION
To provide advanced secretarial support to management for effective and efficient business operations.
This position will serve as an extension of the Associate Dean for Graduate Medical Education, providing a broad range of administrative and clinical services to support the goals of the department, clinical practice and the enterprise area as well as the overall mission of the university.
EDUCATION & EXPERIENCE
Minimum Qualifications:
High school diploma or equivalent.
Five years related experience.
PREFERRED EDUCATION / EXPERIENCE:
Five years of experience working in a demanding environment with two years of patient service specialist experience.
SALARY RANGE:
$49,280 TO $73,920, commensurate with experience.
ESSENTIAL JOB FUNCTIONS
- Record, monitor, and produce statistical and financial reports.
- Schedules and organizes appointments, meetings, and agendas.
- Composes and types highly technical or confidential material.
- Acts as department liaison with other departments and agencies.
- Adheres to internal controls established for department.
- Performs related duties as required.
ADMINISTRATIVE AND CLINICAL SUPPORT
- Represents the associate dean in a positive and highly professional manner.
- Manages the associate dean’s calendar and schedule, while preserving time in the calendar for strategic planning, as needed as well as travel arrangements and reimbursement.
- Reports to the program manager/administrative director and assists with their calendars, reimbursements and various graduate medical education assignments.
- Executes, with minimal direction, administrative duties at the highest level, including managing time-critical, sensitive and/or confidential information.
- Prepares the associate dean for each day by presenting a calendar, gathering and organizing appropriate supporting materials and files for meetings and activities, and reviewing the information with the associate dean.
- Plans, prepares and oversees all aspects of meetings for the associate dean, including: invitations, meeting agenda, scheduling of guests, refreshments/food service, audiovisual support, etc.
- Researches, assembles and develops various presentations, projects and reports for the associate dean.
- Initiates or drafts responses to various issues on behalf of the associate dean and proofreads all materials to ensure accuracy.
- Medical office support of patient services, clinician support, management and triage of phone calls with focus on customer service, appointment scheduling, and coordination of patient referrals.
CUSTOMER RELATIONS
- Models exemplary customer service both within and outside the organization.
- Interacts routinely with other UTMB executives and their staff, departmental chairs, administrators, direct reports, general employee population, and patients exhibiting the highest level of responsiveness and customer service.
- Interfaces with external customers, such as UT System and governmental officials, community members, patients, family members, vendors and others, exhibiting the highest level of responsiveness and customer service.
TECHNICAL SKILLS
- Creates, edits and produces professional communications, which require proficiency in Microsoft Office Suite, including Word, PowerPoint and Excel.
- Demonstrates proficiency in PeopleSoft systems.
- EPIC Scheduling, Chart Review, Patient Encounters
Equal Employment Opportunity
UTMB Health strives to provide equal opportunity employment without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, genetic information, disability, veteran status, or any other basis protected by institutional policy or by federal, state or local laws unless such distinction is required by law. As a VEVRAA Federal Contractor, UTMB Health takes affirmative action to hire and advance women, minorities, protected veterans and individuals with disabilities.
