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Senior Administrative Secretary - Graduate Medical Education

Company: University of Texas Medical Branch
Location: Galveston
Posted on: June 6, 2021

Job Description:


To provide advanced secretarial support to management for effective and efficient business operations.


Serves 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.


  • 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.


  • 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.


  • 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

Minimum Qualifications

High school or equivalent with 5 years of related experience.

Preferred Qualifications

Five years of experience working in a demanding business environment with two years of patient service specialist experience.

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.


Keywords: University of Texas Medical Branch, Galveston , Senior Administrative Secretary - Graduate Medical Education, Other , Galveston, Texas

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