#122768 Administrative Assistant III

DESCRIPTION

Under general supervision, incumbent is responsible for high-level administrative support and clinical coordination. Coordinates all aspects of clinical care, teaching, research, and business development programs. Responsible for coordinating and executing projects, independently composing correspondence, managing and maintaining complex appointment calendars and travel schedules for meetings and appointments. Schedules and registers patients forappointments. Coordinates authorizations for appointments and admissions and ensure payment/reimbursement. Coordinates, collects and compiles reports/slides/films for each patient case from internal and external sources. Answers and triages incoming phone calls. Takes minutes meetings and prepare and distribute minutes.

Performs a variety of other administrative duties, including support of patient manuscripts, academic files, recruitments, course materials, and seminar meetings. Interfaces with clinical staff and patients via phone and in person. Coordinates medical staff privileging and oversee maintenance of licensing. Assists in developing policies and procedures and participate in long-range planning for administrative needs. Assists in developing and maintaining databases, and assist with developing graphs, tables and other scientific data for presentation. Sorts and prioritizes incoming and outgoing mail. Other related duties as assigned.

The ideal candidate is detail oriented, self-motivated, and able to work both independently and collaboratively. Candidate directly supports Faculty in clinic & administrative workstations. Possesses strong patient-centric service skills in person, over the phone, and in electronic communications.

MINIMUM QUALIFICATIONS

• Three (3) years administrative experience in a large, complex healthcare system; or equivalent experience.

• Proven experience coordinating complex surgical patient scheduling. Ability to handle complex calendaring in Outlook.

• Demonstrated experience working in EPIC (Optime, Cadence, &/or Radiant) and competent scheduling procedures/surgeries.

• Proficient ability to efficiently use Zoom Video Communications and skilled in Microsoft Suite (Word, Excel, and PowerPoint).

• Proven organization skills and ability to manage multiple competing priorities.

• Advanced service orientation and attention to detail.

• Strong skills to effectively communicate and collaborate with all levels of staff, physicians, patients, and external constituents, both verbally and in writing.

• Excellent written and verbal communication.

• Aptitude for building strong working relationships.

• Knowledge Surgical medical terminology.

PREFERRED QUALIFICATIONS

• Knowledge, understanding, and adherence to UCSDH Medical Center & departmental policies and procedures. General knowledge of relationships between various hospital campuses, departments, and locations.
• Familiarity with procedure coding for clinical and billing responsibilities (CPT codes and/or ICD-10).
• Knowledge and understanding of Cardiothoracic Vascular & Endovascular Surgery medical terminology.
• Working knowledge of academic merit files, reappointments, and license renewals. Effectively coordinate travel and conferences. Working knowledge of the hospital PCIS and Oracle systems.

SPECIAL CONDITIONS

• This is an onsite job opportunity at the La Jolla Medical Campus (not remote).
• Must be able to work various hours and locations based on business needs.
• Employment is subject to a criminal background check and pre-employment physical.

Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).

If applicable, life-support certifications (BLS, NRP, ACLS, etc.) must include hands-on practice and in-person skills assessment; online-only certification is not acceptable.

UC San Diego Health is the only academic health system in the San Diego region, providing leading-edge care in patient care, biomedical research, education, and community service. Our facilities include two university hospitals, a National Cancer Institute-designated Comprehensive Cancer Center, Shiley Eye Institute, Sulpizio Cardiovascular Center, the only Burn Center in the county, and and dozens of outpatient clinics. We invite you to join our team!

Applications/Resumes are accepted for current job openings only. For full consideration on any job, applications must be received prior to the initial closing date. If a job has an extended deadline, applications/resumes will be considered during the extension period; however, a job may be filled before the extended date is reached.

To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community.

UC San Diego Health is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see: http://www-hr.ucsd.edu/saa/nondiscr.html

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.

UC San Diego Health maintains a marijuana and drug free environment. Employees may be subject to drug screening.