The University of Texas Medical Branch Senior Administrative Secretary - Family Medicine in Galveston, Texas

Min Qualifications High school or equivalent with 5 years of related experience. 85% spelling accuracy. 40 words per minute. JOB DESCRIPTION: To provide advanced secretarial support to management for effective and efficient business operations. Salary Range

$38,880 - $42,000 annually, commensurate with experience.

Specific Job Related Duties


Provides executive support for the Family Medicine Residency Program Director (PD), Associate Program Director (APD), Behavioral of Medicine Program Director, and residency faculty.

Administrative Operations:

Manages very active faculty calendars, schedules appointments, and plans meetings. Assists with preparing written correspondences and faculty presentations. Exercises good judgement in a variety of situations and handles confidential/sensitive information with discretion. Prepares electronic program correspondences and reports. Assists in maintaining updated faculty and resident CV’s & NIH biosketches. Updates resident personnel folders on iSpace. Schedules and staffs residency program meetings and prepares minutes.

Budgetary Financial Coordination:

Prepares purchase orders, non POs, vouchers, and other expenses for residency faculty and residents using the PeopleSoft Financial System in accordance to institutional policies and procedures. Facilitates travel coordination for residency faculty and residents. Monitors and tracks all resident discretionary and faculty endowment funds. Assists in capturing all expenses for the program; produces financial reports or summaries.

Educational/Event Coordination:

Coordinates the FM Residency Practice Management Course, Principles of Family Medicine, Behavioral Medicine resident rotation, and other outreach/educational workshops (i.e. Casting and Splinting Procedures Workshop and Didactics). Assists with invited guests and high profile speakers.

Other Duties:

Acts as department liaison with other departments and external agencies. Maintains room reservations for program related activities. Keeps residency office supplies inventory and orders additional supplies as needed. Daily distribution of mail. Provides phone coverage for main residency and faculty phone lines Performs related duties as required (graduation, orientation, etc).

Preferred Education

Bachelors degree or equivalent.

Preferred Skill/Competency

  • Proficient computer skills and use of Microsoft Office (MS Word, MS Outlook PowerPoint, Excel, and EndNotes).
  • Proficient in PeopleSoft Financial Applications (Non PO’s, Vouchers, Travel Authorizations and expenses)
  • Familiar with New Innovations Residency Software
  • Four years of experience in an academic/health care setting.
  • Demonstrated skill and proficiency in the utilization of various software and web-based applications, spreadsheets, and databases.

Closing Statement


Equal Employment Opportunity UTMB Health strives to provide equal opportunity employment without regard to race, color, national origin, sex, age, religion, disability, sexual orientation, gender identity or expression, genetic information or veteran status. As a VEVRAA Federal Contractor, UTMB Health takes affirmative action to hire and advance women, minorities, protected veterans and individuals with disabilities.

Full/Part Time: Full-Time

Job Type: Regular

Job Title: Senior Administrative Secretary - Family Medicine

Job ID: 61482

Location: Galveston

Business Unit: SOMED