Job Description

Payroll Title:
BLANK AST 3
Department:
Lung Acquisition
Salary Range
Commensurate with Experience
Worksite:
La Jolla Medical Center
Appointment Type:
Career
Appointment Percent:
100%
Union:
CX Contract
Total Openings:
3
Work Schedule:
Days, 8 hrs/day, Monday - Friday

As a federally-funded institution, UC San Diego Health maintains a marijuana and drug free campus. New employees are subject to drug screening.

#112061 Administrative Assistant - Lung Acquisition

Filing Deadline: Mon 11/29/2021

For the safety and well-being of the entire university community, the University of California requires, with few exceptions, that all students, faculty and staff be vaccinated against the COVID-19 virus and influenza before they will be allowed on campus or in a facility or office. For more information visit: Flu Vaccine Mandate / COVID Vaccine Policy

UCSD Layoff from Career Appointment: Apply by 9/30/21 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 10/12/21. Eligible Special Selection clients should contact their Disability Counselor for assistance.

DESCRIPTION

In concert with clinical providers, the incumbent is responsible for the planning and coordination of administrative functions for the Transplant practice. Responsible for performing detailed office duties, including (but not limited to) registering patients, clinic and procedure appointment scheduling, authorization, and billing and insurance eligibility and verification.

In concert with clinical providers, the incumbent is responsible the planning and coordination of administrative functions for the Transplant and VAD team. Responsible for performing detailed office duties, including (but not limited to) registering patients, clinic and procedure appointment scheduling, authorization, and billing and insurance eligibility and verification. Serves as an administrative lead and key resource for patients, physicians, staff and inpatient/outpatient care service mangers.

Functions as an EXPERT for the department as a liaison between clinical and business operations. Communicates procedures and medical evaluation times and locations with patients and family members as well as physicians, surgeons and nurse coordinators. Coordinates weekly Transplant Conference and Patient Selection Committees, which includes compiling cases to be reviewed, organizing all patient clinical information in a presentable manner, scheduling weekly meetings, take minutes, maintaining historic records on all patient cases reviewed and follow up on testing, patient notification, and compliance with regulatory requirements.

Maintains and monitors Transplant Database. Performs a variety of other administrative duties in support of patient services. Manages and maintains complex calendars for meetings and appointments. Answer and triage incoming calls. Sort and prioritize incoming and outgoing mail. Prepares and distributes clinic notes to referring physicians and medical records. Transcribes faculty correspondence and type and prepares other documents, memos, and e-mails as requested. Communicates with faculty, clinic staff, administrators, professional organizations, outside agencies (i.e., insurance companies, community medical groups).

MINIMUM QUALIFICATIONS

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

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

  • Skill in Microsoft Suite. Strong ability to efficiently use Word, Excel and PowerPoint presentations.

  • Demonstrated experience working in EPIC.

  • Excellent ability to multitask with demanding time frames.

  • Advanced service orientation and attention to detail.

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

  • Proven ability to work cohesively on a small team.

PREFERRED QUALIFICATIONS

  • Experience scheduling for multiple physicians.
  • Experience working on multidisciplinary teams.
  • Bilingual - Spanish /English.
  • Experience with cadence training.

SPECIAL CONDITIONS

  • 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).

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, and several outpatient clinics. UC San Diego Medical Center in Hillcrest is a designated Level I Trauma Center and has the only Burn Center in the county. We invite you to join our dynamic 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.

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.

Application Instructions

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