Job Description

Extended Job Title
Lead Specialist - Chair and Faculty Support

Org Level 1
Texas Tech Unv Hlth Sci Ctr El Paso

Position Description
Performs advanced, specialized work to assist in the organization and implementation of various projects and programs. Work is performed under minimal supervision within established policies with latitude for independent judgment. Works on special projects as assigned. May substitute for supervisor during his/her absence.

Requisition ID

Travel Required
Up to 25%

Major/Essential Functions
1.  Coordinates functions, duties and schedules in support of the Chair, Vice-Chair and Medical Director of the department.
2.   Maintains suspense file for daily/monthly/quarterly/annual events including faculty evaluations, tax letters for faculty, inclement weather memos, CVs, certifications, immunizations, faculty training requirements, etc.
3.  Maintains CME files and reports required for each faculty/mid-level provider by gathering all necessary information; obtain approvals and processes for CME travel and conference requests, tracks and reports provider CME progress for compliance requirements including trauma CME reports.
4.  Maintains the quarterly faculty timesheets in the TTUHSC Time Study System. 
5.   Manages the faculty evaluation process.  Schedules evaluation appointments, assists with preparing time sensitive evaluation documents. 
6.   Coordinates coverage for WCE and MedSkills courses.
7.   Oversees the departmental control of licenses and certifications required for providers.  Tracks expiration dates for all provider certifications and licenses.  Works  in the preparation of necessary forms for credentialing, recruitment, licensing renewals, etc. 
8.   Processing of Employee One Time Payments (EOPs) for faculty or mid-level providers and serves as back up for the preparing, analyzing and monthly management reporting of shift and clinical hours of providers.  
9.  Responsible for coordination of monthly faculty staff meetings and other Emergency Medicine department required meetings as requested by TTUHSC-EP President's office, chair, vice-chair or medical director.  Takes minutes and transcribes. 
10.   Coordinate and participate with chair and administrator with all necessary recruitment efforts.  Creates/posts positions, reclassification of positions.  Directly participates in recruitment activities by attending and representing the department at state and national conferences.  Schedules candidate travel and interviews.  Works closing with CFAPTA and HR relating to hiring or disposition of provider candidates.  Completes electronic personnel actions forms, malpractice insurance, and any other information or access required for hiring process.
11.   Creates databases and reporting tools for monitoring, tracking, reporting on faculty leave, FMLA, evaluations, base hours and any other HR related documentation.
12.   Serves as backup for creating, maintaining and distributing the emergency department physician and mid-level schedules in collaboration with the Emergency Medicine department medical director. 
13.  Creates, classifies, maintains and protects confidential and sensitive information.  Manages record retention requirements.
14.   Assigned a State of Texas procurement card.   Manages and maintains this card to make approved departmental purchases.  Manages and maintains Chair and Vice-Chair's procurement card expense reports.
15.  Responsible for coordination and submission of faculty promotion and tenure documents. 
16.   Maintains confidential personnel records on departmental staff, faculty and residents.  Oversees the departmental control of licenses and certifications required for providers. 
17.   Oversees the preparation of the ED Daily Activity report and provides informaton to management at Emergency Medicine and UMC, as well as other statistical operational data.
18.   Monitors operational benchmarks set by the service contract between Emergency Medicine department and UMC.   Maintains the chair, medical director and administrator apprised on any contractual administrative obligation that requires their attention by providing periodic reports.
19.   Other duties as assigned. 

Grant Funded?

Minimum Hire Rate

Pay Basis

Schedule Details
as required by Chair and Administrator

Work Location
El Paso

Preferred Qualifications
Bachelor's degree in related healthcare or business field.  Experience in the following:  Coordination and/or management of healthcare provider scheduling.   Recruitment/hiring.   Processing payroll.  Procurement card purchases.  Microsoft Office, particularly Excel spreadsheet and calculations.

HSC - El Paso

Emergency Medicine Elp Genl

Required Attachments
Cover Letter, Resume / CV, Transcript

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


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
High school plus six years experience in related field. Additional education may substitute for experience on a year for year basis.

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Application Instructions

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