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.

Department

Family Med Ode General

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.

Required Qualifications

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

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.

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.aspx.