Job Description

Payroll Title:
Salary Range
Commensurate with Experience
Appointment Type:
Appointment Percent:
EX Contract
Total Openings:
Work Schedule:
Days, 8 hr shifts, 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.

#112382 Admin Clinical Coordinator-Surgery Scheduler

Initial Review Date: Wed 10/20/2021

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 before they will be allowed on campus or in a facility or office. For more information visit:,-faculty-and-staff-issued-for-2021-2022.html

UC San Diego current employees who apply by 10/20/21 will have priority consideration for this position. Recruiters will refer qualified internal candidates after the first 7 days of the job posting. All qualified external applicants and additional internal applicants who apply after the priority date may have further consideration pending the results of the initial review.

UCSD Layoff from Career Appointment: Apply by 10/15/21 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 10/27/21. Eligible Special Selection clients should contact their Disability Counselor for assistance.


The Department of Surgery is one of the largest departments in the School of Medicine and is comprised of 103 faculty members, 18 physicians employed on MSP agreements, 31 doctors employed by the VA or other facilities, 104 accredited and non-accredited trainees and 161 career staff. Activities are organized in 7 sub-specialty divisions. Department activities span 5 major institutions including three medical centers and cover all aspects of the teaching, research, clinical and service missions of the University. The Division of Trauma, Surgical Critical Care, Burns and Acute Care Surgery is a key component with 12 faculty, 4 fellows, and 45 staff.

The incumbent provides clinical coordination and surgery scheduling services for the Division of Trauma, Surgical Critical Care, Burns, and Acute Care Surgery at UCSD Medical Center, Hillcrest. Primary responsibilities include, but are not limited to, scheduling surgical procedures which includes the following: Coordinating the logistics of multiple departments and areas of specialty (e.g., IR, operating room schedulers, pre-op clinics, anesthesia, and admissions) to schedule time in the Operating Room, Procedure Room, or IR Suite; working closely with department authorizations unit to provide all necessary documentation for obtaining authorizations for surgical procedures; communicating surgery time and location with patients and family members, as well as the administrator for the Surgeon; and adding all information into the UCSD computer systems, patient chart in EPIC.

Updating faculty OR calendar in Outlook; contacting off campus facilities or (outside hospitals and/or facilities) to obtain face sheets and operative notes related to surgeries adn/or ancillary services performed; and ensuring all charges have been submitted in a timely manner. Preparing and distributing clinic notes to referring physicians and medical records and completing appropriate administrative EPIC responsibilities relating to patient documentation. Scheduling patient appointments as needed. Perform a variety of other administrative duties in support of patient service; interfacing with clinical staff and patients via phone. Answering and triaging incoming calls. Sorting incoming and outgoing mail. Developing and maintaining extensive filing system for all patient records. Communicating with faculty, clinic staff, administrators, professional organizations, and outside agencies (e.g., Insurance Companies and Community Medical Groups). May perform other related duties as assigned.


  • A minimum of three (3+) years of relevant experience.

  • Proven high level administrative and clinical coordination experience in a healthcare setting. Strong, demonstrated executive-level administrative skills.

  • Proven ability to coordinate the schedules of multiple clinical providers. Ability to coordinate, maintain and arrange complex calendars for meetings, surgical procedures, and appointments.

  • Demonstrated knowledge of surgery scheduling and authorization.

  • Superior proofreading and editing skills to review copy for appropriate style, consistency, format, ensure accuracy, and correct grammatical content of documents. Skill in composing correspondence. Strong knowledge of English grammar, spelling, punctuation and sentence structure.

  • Strong communication skills (both written and verbally) needed to interact professionally and effectively with diverse population at all levels of organization in person, over the telephone, and in writing.

  • Extensive computer proficiency including expertise with Microsoft Office Suite (i.e., MS Word, Outlook, Excel, PowerPoint, etc.). Experience with Internet Explorer and Windows XP. Ability to work with and learn new software for data coordination.

  • Demonstrated experience using EPIC and CWP.

  • Strong interpersonal skills to work effectively with faculty, staff and students within the Division, School, and external constituents. Ability to make appropriate decisions and maintain strict confidentiality.


  • Knowledge of UC policies and procedures.


  • 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:

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

Application Instructions

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