Job Description

Payroll Title:
Renal Transplant
Salary Range
Commensurate with Experience
Executive Drive
Appointment Type:
Appointment Percent:
CX Contract
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.

#118694 Administrative Assistant - Transplant

Initial Review Date: Wed 9/28/2022

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 09/06/22 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 09/16/22. Eligible Special Selection clients should contact their Disability Counselor for assistance.

In order for your application to be considered complete, you must upload a cover letter.

The minimum and preferred qualifications have been updated as of 9/7/22.


In concert with clinical providers, the Transplant Administrative Assistant III is responsible for providing administrative support for the Kidney Transplant Program to ensure the department operates efficiently. 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.


  • Five (5) years of related experience, education/training, OR an Associates in related area plus three (3) years of administrative experience in a large, complex healthcare system or relevant experience.

  • Strong written and verbal communication skills.

  • Recent scheduling experience.

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

  • Advanced political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the Health System and external constituencies.

  • 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.

  • Superb service orientation and attention to detail. Skills to communicate and influence effectively with staff, physicians, patients, and external constituents, verbally and written.

  • Demonstrated mid-to large size project management experience.


  • Five (5) years of administrative experience or relevant experience preferred.
  • A Bachelor's Degree.
  • Sold organ transplant scheduling and administrative experience.
  • Experience with UCSD policies and procedures.
  • Medical Terminology training or certificate.
  • Experience using Epic and Phoenix.


  • 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).

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:

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

Application Instructions

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