Job Description

Payroll Title:
SURGERY/ Cardiothoracic Surgery
Salary Range
Commensurate with Experience
Appointment Type:
Appointment Percent:
Total Openings:
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.

#113100 Administrative Coordinator

Filing Deadline: Tue 11/30/2021

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

This is a UC San Diego Internal Recruitment open to UCSD and UCSD Health System Staff Only

UCSD Layoff from Career Appointment: Apply by 11/29/21 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 11/30/21. Eligible Special Selection clients should contact their Disability Counselor for assistance.


University of California San Diego Department of Surgery is among the leading surgical centers in the country. In addition to offering challenging career opportunities in the diverse areas of advanced educational programs, and cutting-edge research; resources within the department allow patients a unique opportunity for state-of-the-art clinical services. The department is committed to offering a dynamic learning environment and growing opportunities to its talented and dedicated employees.

The Administrative, Clinical, and Surgical Care Coordinator is an executive - high level position providing support in various areas including Administrative, Academic, Projects, Clinical, and Surgical Care Coordination. The position supports three Cardiovascular and Thoracic Surgery Faculty members including the Director of the Lung Transplant program in the Cardiovascular and Thoracic Surgery Division within the (CVI) Cardiovascular Institute.

Under general supervision, Administrative Coordinator is independently responsible for the administration of projects for Cardiovascular and Thoracic Surgery quality programs. Provides high-level professional and administrative management, which requires tact, diplomacy, and discretion on a wide variety of complex, sensitive, and confidential issues. Administrative Coordinator serves as a key resource providing data analysis and management as requested. Maintains sensitive and confidential information. Must have the ability to extract, analyze, interpret, and display data as required..

Administrative Coordinator is the primary coordinator for weekly Morbidity and Mortality (M&M) conference. Independently responsible for weekly database registry abstraction and transcription review of all surgical cases performed by Cardiovascular and Thoracic Surgical Faculty members both internally at UCSD and at all external hospital locations including Rady Children hospital, VA, LLUMC, Kaiser, Scripps, and Palomar. Including monthly report reconciliation and submission to the Quality committee for City and State reporting guidelines. Quarterly meeting attendance/tracking via Qualtrics for CME reporting purposes. Yearly submission of CME surveys and reports to meet CME guideline compliance. Primary trainer of the database tracking system and all reporting updates pertaining to the system and abstraction process for fellow team members.

Administrative Coordinator interfaces with outside clinical practices and is responsible for all clinical and surgical care coordination for assigned Faculty members. Provides complex calendar and affairs and the administration of a variety of complex and confidential issues which may include communication, interpretation of University policies and procedures. Responsible for assistance with all Academic duties including memberships, dues, privileges, academic reviews, CV updates, Biobib updates, clinical competency reviews, licensing and DEA renewals, etc.

Administrative Coordinator works in collaboration with a wide variety of individuals including the The Director of the Lung Transplant program, Division Chief, Division Administrator, and other personnel on behalf of the Division. Administrative Coordinatoruses professional concepts to apply organization policies and procedures to oversee a variety of ongoing administrative and project management needs. As well as other duties as assigned within the academic, clinical, surgical, and research missions.

Uses professional concepts to apply organization policies and procedures to oversee a variety of ongoing administrative operational issues. Administers defined operational program. Analyzes and resolves operational problems of moderate scope.


  • Six years of related experience, education/training, OR a Bachelor’s degree in related area plus two years of related experience/training.

  • Ability to use sound judgment in responding to issues and concerns. Analytic skills to recognize problems, present alternatives, implement solutions and follow through to ensure effective change.

  • Must have working knowledge and understanding of clinical care in outreach locations. Must possess a background in clinical service.

  • Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing. Excellent interpersonal skills with a strong demonstrated ability to communicate orally and in writing. Possess skills of tact, poise, diplomacy, confidentiality, and hospitality with a diverse population of staff, faculty, industry, and the community in a high-pressure and demanding environment.

  • Solid organizational skills and ability to multi-task with demanding timeframes. Demonstrated knowledge and experience in academic and business administration with strong organization management skills.

  • Demonstrated ability to initiate and track complex issues and projects to completion. Ability to keep records and to maintain records in a neat and orderly fashion.

  • Working knowledge of common organization-specific and other computer application programs. Demonstrated experience with computerized systems, database management and spreadsheet and word-processing programs to manipulate data and create reports.

  • Ability to use discretion and maintain confidentiality.

  • Demonstrated ability to resolve conflicts with creativity and authority while maintaining a professional relationship. Ability to control situations or events in the absence of higher authority and ability to make recommendations or decisions that affect office operations and activities

  • Demonstrated advanced organizational and project management skills, including ability to work independently, determine appropriate priorities, and complete projects accurately, efficiently, and with a high level of attention to details, despite competing deadlines.

  • Skill in independently researching, compiling, organizing, interpreting and selecting data and materials from various sources. Ability to accurately interpret and implement policies and procedures and effectively communicate and disseminate information.


  • Epic/Cadence experience.

  • Knowledge of UCSD Systems including, FinancialLink, TravelLink, EmployeeLink, BLINK and Marketplace.

  • Knowledge of UCSD policies and procedures, including the willingness to understand and enforce these policies when required.


  • Employment is subject to a criminal background check.

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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