Job Type/Hours per Week
Full-time/40 Hours per Week
Salary
Commensurate with Experience
Hiring Department
University Physician Assoc Adm
Location
UT Tyler Health Science Center
Required Application Materials
A single PDF or Word document containing a resume, letter of interest, and a list of the names and contact information for three (3) professional references is required to apply.
Important Instructions:
When prompted to upload your "resume", upload your combined documents as one file.
- Please do not upload documents to "Cover Letter" or "References".
If the required application materials were not uploaded at the "resume" prompt, please withdraw your application, and re-apply to upload your combined documents as one file.
Job Summary
The Medical Affairs Specialist provides professional administrative support of a complex and confidential nature for the Department Chair and other assigned faculty. This position plays a vital role in ensuring the efficiency and effectiveness of departmental operations by supporting a diverse group of physicians and providers, while using initiative and judgment to relieve them of routine administrative duties. Serves as the department liaison, facilitating communication and collaboration with other departments, students, residents, interns, and the public. This role involves managing numerous physicians and overseeing a variety of administrative responsibilities, such as credentialing and coordinating business travel.
Major Responsibilities/Duties/Critical Tasks
- Provide administrative support and coordinates workflow, collaborating with various departments to ensure efficient operations.
- Maintain calendars for the Department Chair, high-level clinical leaders, working closely with clinic staff and other personnel to coordinate schedules, resolve conflicts, schedule appointments and meetings, and plan department-related events.
- Support budget preparation and oversight by monitoring accounts, preparing certification letters, processing internal department transfers, and managing budget change requests within the Department of Medicine.
- Review and maintain professional development account activity for accuracy by provider, while processing purchase requisitions and payment reimbursements.
- Research payments, purchase orders, and vendor transactions. Order departmental office supplies.
- Submit vendor information to Purchasing to update vendor lists.
- Oversee and reconcile assigned departmental and Department of Medicine accounts, including grants and endowment accounts awarded to individual providers, ensuring accuracy.
- Assist with IT software, computer, and accessory purchases in compliance with IT policies, and maintain the annual inventory.
- Coordinate and complete domestic and international travel arrangements for Department of Medicine faculty, including travel card setup and distribution, and processes mileage reimbursements in compliance with established University policies and Texas Comptroller regulations.
- Maintain and update the provider financial records, time and attendance tracking spreadsheets. Assist providers with submissions of credentialing packets for Medical Staff Services.
- Facilitate renewal of licenses, TB surveillance, FIT testing and mandatory training.
- Coordinate orientation for new Department of Medicine providers, ensuring completion of onboarding requirements, forms, and integration into departmental workflows.
- Coordinate time-off requests for Department of Medicine providers by managing entries and acting as the primary liaison among providers, clinic staff, and timekeeping to ensure accurate absence tracking and timely communication.
- Perform Other duties as assigned.
Required Education/Experience
- High school diploma or equivalent.
- Three (3) years' experience in administrative work in a clinical setting.
- A combination of education and experience may be accepted.
Accompanying Knowledge, Skills, Abilities and Competencies
- Exceptional organizational and multi-tasking skills with solid attention to detail, demonstrating the ability to manage multiple responsibilities effectively.
- Works collaboratively and cooperatively with university and department personnel at all levels.
- Respond flexibly and positively in all circumstances, working calmly under pressure.
- Demonstrated flexibility and initiative in a dynamic work environment.
- Strong analytical and problem-solving skills with the ability to work autonomously, identify and resolve issues efficiently, and make sound decisions.
- Exhibits high personal, ethical, and professional conduct.
- Outstanding interpersonal and communication skills (written and verbal).
About The University of Texas at Tyler and UT Tyler Health Science Center
The University of Texas at Tyler is part of the prestigious University of Texas System that includes 14 institutions located throughout the state. Founded in 1971, UT Tyler today enrolls more than 11,000 students across four academic colleges and four schools.
Designated an R2 research institution by the Carnegie Classification of Institutions of Higher Education, UT Tyler supports our surrounding region through innovation intended to uplift communities, spearhead sustainability initiatives, preserve ecosystems and support entrepreneurship. UT Tyler has the highest Carnegie classification in East Texas.
Providing exceptional patient care, comprehensive education and innovative research, The University of Texas at Tyler Health Science Center and UT Health East Texas combine to serve as the university medical center for Northeast Texas and beyond.
For more information, please visit https://www.uttyler.edu/about.
Why work for UT Tyler? Find out more: Why Work for UT Tyler?
Additional Information
The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.
This position is security-sensitive and subject to Texas Education Code Section 51.215, which authorizes the employer to obtain criminal history record information. Applicants selected must be able to show proof of eligibility to work in the United States by time of hire.
For more information regarding benefits offered by UT Tyler, please visit https://www.uttyler.edu/offices/human-resources/employees/benefits.
Clinical Position Requirements
Clinical positions may be required to complete a pre-employment health screening, following a contingent job offer, to determine whether they possess the physical capabilities needed to safely fulfill the specific demands of the position. Additionally, clinical positions require compliance with the University's Vaccine Preventable Disease Policy.
EEO Statement
The University of Texas at Tyler is an Equal Employment Opportunity Employer.
To apply, visit https://zahr-prd-candidate-ada.utshare.utsystem.edu/psp/ZAHRPRDADA/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=12&JobOpeningId=16530&PostingSeq=1
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