Engaging Minds, Transforming Lives

Human Resources

Medical Secretary - Health Services & Counseling Services

Date Opened: 11-19-2012
Closing Date: when filled

Southwestern University has an immediate opening for a Medical Secretary to provide medical administrative and secretarial/clerical/front office support to the busy and fast-paced Health Services and Counseling Services departments, Job # 509. This is a full-time position with full benefits.

Responsibilities include greeting clients/patients; screen calls and walk-in patients to determine the appropriate action/service in accordance with departmental and University procedures; respond to emergencies by phone in accordance with departmental and University procedure; guiding and educating students through the process of obtaining services; scheduling clients/patients and maintaining calendars for department staff ; coordinating the collection, retrieval, delivery, and re-filing of University required medical records; assisting Health Services Director to initiate and maintain correspondence with University’s student health insurance provider;  maintaining confidential Health Services and Counseling Services records; assuring proper intake and handling of confidential student demographic and medical information and facilitate completion of appropriate paperwork; maintaining client status reports and the preparing of confidential reports, letters and memorandums using spreadsheet or database software; creating and maintaining department forms, brochures, website and publicity materials; assisting Directors in tracking budget and expenditures; initiating and following up on purchase requisitions, check requests, and petty cash; performing general office duties; and perform other duties as assigned.

Successful candidates will have a high school diploma with some college, trade school or other related course work in medical administration (or an additional year of experience in a medical office, hospital, or other health care setting may be substituted) along with a minimum of three years office/clerical experience; demonstrate a knowledge of medical privacy regulations and medical terminology; possess the applications of tact, diplomacy, sensitivity, and confidentiality, particularly with medical/health care information; strong grammatical and proof reading skills; excellent computer skills, including word processing and spreadsheet software (i.e. Word, Excel); a professional phone manner and presence with commitment to providing outstanding customer service; and excellent time management and organizational skills.  The ability to maintain strict confidentiality and to respond to emergencies by phone and in person in a calm fashion is a must.  A two year Associates degree or completed coursework in a medical assistant, administrative, or other similar program is preferred. Prior experience in a medical or other healthcare related office environment and/or previous experience working in a college/university setting or in a position primarily providing service to traditional-age college students a plus.

Southwestern University offers competitive salary and benefits including health, dental, life, long term disability, retirement, 15-paid holidays, two-weeks vacation, sick leave, tuition assistance, access to athletic facilities, free parking and discounted meal rates.  Southwestern is a selective, undergraduate institution committed to a broad-based liberal arts, sciences, and fine arts education.  The University is affiliated with The United Methodist Church with an endowment that ranks among the highest per student of undergraduate institutions in the country.  Southwestern is deeply committed to fostering a diverse educational environment and especially encourages applications from members of groups traditionally under-represented in academia.  For information concerning the University, visit our web site at

Interested persons should submit a letter of interest; resume; the names, addresses and phone numbers of three professional references; and salary history and expectation.  Mail to:  Staff Secretary – Health Services and Counseling Services, Job #509, Southwestern University, Office of Human Resources, P.O. Box 770, Georgetown, TX, 78627, or FAX: 512-863-1880, or email to

Review of resumes will begin immediately and continue until the position is filled.  Only those resumes that include all the information requested will be considered.  EOE/M/F

Posted November 19, 2012.