Administrative Assistant - Transplant - 129000

UCSD Layoff from Career Appointment: Apply by 03/28/2024 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 04/09/2024. Eligible Special Selection clients should contact their Disability Counselor for assistance.

In concert with clinical providers, the Transplant Administrative Assistant is responsible for providing administrative support including and are not limited to performing general office duties, coordinating of clinical activities; solving problems; maintaining and monitoring transplant database and complex calendars; preparing and distributing notes; transcribing faculty correspondences; composing documents, memos, and emails; communicating with diverse medical staff and outside organizations; scheduling appointments, authorization, billing, patient registration, and insurance eligibility and verification; and performing other related administrative tasks as required. The Transplant Administrative Assistant serves as an administrative lead and key resource for patients, physicians, staff, and inpatient/outpatient care service managers.

The duties including and not limited to communicating procedure and medical evaluation time and location with patients and family members as well as physicians, surgeons, and nurse coordinators; preparing for meetings; preparing patient files for medical staff; taking meeting minutes; following up on patient testing; maintaining and monitoring Transplant database; managing complex calendars for meetings and appointments; answering and routing calls.

Preparing and distributing clinic notes for referring physicians and medical records; transcribing faculty correspondences and preparing other documents, memos and emails as requested; communicating with internal medical staff, patients, and outside agencies; assisting with scheduling, billing, patient registration, and insurance eligibility and verification ensuring compliance and regulatory requirements; and performing other duties as assigned.

• Associate's Degree; or an equivalent combination of education and experience.

• Three (3) years of administrative experience in a large, complex healthcare system or other relevant experience.

• Strong written and verbal communication skills.

• Experience with medical/clinical and/or procedure scheduling.

• Advanced skill in MS Office (Excel, Word, PowerPoint, Outlook). Strong ability to draft correspondence, create reports, develop professional presentations, and conduct complex calendaring.

• Expert knowledge of medical center processes, protocols, and procedures.

• Strong analytical/problem-solving skills. Skills in problem identification. Excellent ability to multitask with demanding time-frames.

• Demonstrated ability to perform technical, specialized, complex office administrative work requiring the use of independent judgment.

• Superb service orientation and attention to detail.

• Demonstrated verbal and written skills to communicate and influence effectively with staff, physician, patients and external constituents.

• Bachelor's Degree.
• Five (5) years of administrative healthcare experience or other relevant experience.
• Medical Terminology training or certificate.
• Experience working with Epic, Phoenix, Cadence.
• Bilingual - English/Spanish.

• 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.

Pay Transparency Act

Annual Full Pay Range: $40,700 - $81,850 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $19.49 - $39.20

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).

If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

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.