DESCRIPTION

TES has current openings for entry-level administrative to advanced level administrative positions within our health sciences and medical offices. Skill requirements vary by position.

Most positions are full-time, Monday through Friday between 8:00 am and 5:00 pm, although part-time and weekend positions are sometimes available.

Typical duties for applicants with general office support are as follows:

• Receptionist: answer phones, respond to emails, and greet customers/patients.

• Photocopy, file, and scan sensitive departmental documents.

• Maintain HIPPA Compliance.

• Heavy data entry and maintaining spreadsheets.

• Working in EPIC EHR software.

• Scheduling basic appointments and managing shared physician or faculty calendars.

• Maintain and order medical and/or non-medical inventory.

• Take meeting minutes for department/interdepartmental meetings or projects.

• Customer service for patients, students, and/or staff and faulty of UCSD health systems.

• Other duties or special projects as assigned.

Responsibilities for applicants with advanced level administrative and executive support skills are as follows:

• Use of independent judgment to determine best resources and most effective tools to resolve administrative and operational problems.

• Provide direct administrative support for various physicians and faculty.

• Manage complex physician and faculty calendars: responsible for making decisions related to planning and implementation of meetings, special events, and travel.

• Make travel arrangements: liaison with travel agency, hotel, airlines etc. and process reimbursement requests.

• Process various fiscal transactions.

• Drafting correspondence and reports.

• Coordination of event, conference, and program logistics including: video conferencing (Zoom), transportation, accommodations, activities, reserving room space, and catering for scheduled events.

• Other duties special projects as assigned.

QUALIFICATIONS

• Solid communication skills and ability to communicate professionally and effectively with a diverse population of all levels of organization in person, over the phone and in writing.

• Ability to work in an interactive environment and possess excellent customer service skills both in person and over phone.

• Must have strong organizational skills with ability to set priorities, handle deadlines, and manage conflicting demands.

• Proficiency with MS Word, Access, Excel, PowerPoint, Internet Explorer, Adobe Acrobat, and various email, database and desktop publishing programs. Proven typing/word processing skills to prepare correspondence, reports, and spreadsheets.

• Demonstrated typing/word processing skills to prepare correspondence, reports, and spreadsheets.

• Must have strong organizational skills with the ability to set priorities, handle deadlines, and manage conflicting demands.

• Proven ability to work independently with minimum supervision, establish priorities, follow through on tasks to completion, and meet deadlines in an environment of multiple interruptions and changing priorities while maintaining a high degree of judgment and clarity.

• Administrative assistance experience in a hospital or medical office.

PREFERRED QUALIFICATIONS

• Experience providing senior-level administrative support for clinical or non-clinical staff within a healthcare clinic, hospital, or organization.

• Previous directly related experience in a large complex healthcare setting.

• Experience and knowledge of billing software and EPIC/electronic health record systems.

• Experience using medical terminology.

• Ability to manage and optimize the use of multiple databases with extreme attention to detail.

• Manage complex calendars, schedule meetings and appointments; executing, coordinating, and managing event planning for programs, special events, meetings, and conferences.

• Experience analyzing and identifying problems, independently resolve discrepancies with ability to recommend solutions, effectively participate in short and long term planning for administrative needs of unit.

• Proven ability to work independently with minimum supervision, establish priorities, follow through on tasks to completion, and meet deadlines in an environment of multiple interruptions and changing priorities while maintaining a high degree of judgment and clarity.

• Proven experience monitoring department budgets, including expenditures and purchasing.

• Ability to read, interpret and analyze financial data.

• Experience utilizing UCSD business systems (e.g., IFIS, PPS, FinancialLink, MyTravel, MyEvents, MyPayments, EmployeeLink, and/or Marketplace).

SPECIAL CONDITIONS

A background check is required.

A medical screening may be required.