Job Description

Payroll Title:
Hiring Pay Scale
$30.45 - $47.07 / Hour
Koman Family Outpatient Pavilion
Appointment Type:
Appointment Percent:
CX Contract
Total Openings:
Work Schedule:
Days, 8 Hour Shifts, Monday - Friday

#130302 Administrative Specialist

Filing Deadline: Mon 6/17/2024

UC San Diego values equity, diversity, and inclusion. If you are interested in being part of our team, possess the needed licensure and certifications, and feel that you have most of the qualifications and/or transferable skills for a job opening, we strongly encourage you to apply.

UC San Diego current employees who apply by 6/14/24 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 6/12/2024 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 6/24/2024. Eligible Special Selection clients should contact their Disability Counselor for assistance.

UC San Diego current employees who apply by 6/17/2024 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.


Under general supervision, incumbent is responsible for high-level administrative support and clinical coordination. Coordinates all aspects of clinical care, teaching, research, and business development programs. Responsible for coordinating and executing projects, independently composing correspondence, managing and maintaining complex appointment calendars and travel schedules for meetings and appointments. Schedules and registers patients for appointments. Coordinates authorizations for appointments and admissions and ensure payment/reimbursement. Coordinates, collects and compiles reports/slides/films for each patient case from internal and external sources. Answers and triages incoming phone calls. Takes minutes meetings and prepare and distribute minutes.

Performs a variety of other administrative duties, including support of patient manuscripts, academic files, recruitments, course materials, and seminar meetings. Interfaces with clinical staff and patients via phone and in person. Coordinates medical staff privileging and oversee maintenance of licensing. Assists in developing policies and procedures and participate in long-range planning for administrative needs. Assists in developing and maintaining databases, and assist with developing graphs, tables and other scientific data for presentation. Sorts and prioritizes incoming and outgoing mail. Other related duties as assigned.

Following duties will consist of:

Surgery Scheduling. Registration of new patients (Direct referrals). Knowledge of various insurances (ie., HMO, PPO, POS) to verify authorizations. Provides high-level administrative support for Vascular and Endovascular physicians. Uses EPIC medical records system for surgery scheduling and registration purposes. Support faculty with academic files, meetings and appointments managing complex calendars. Coordination of travel arrangements and process reimbursements of expenses as needed. Prepare and distribute clinic notes and medical records to referring physicians and insurance companies. Prepare patient letters, other documents, memos, and emails as requested. Communicate with faculty, clinic staff, administrators, professional organizations, outside agencies (i.e., insurance companies, community medical groups as needed to complete daily duties).


  • Six (6) years of related experience in an administrative position, education/training, OR a Bachelor’s degree in business, healthcare administration or related area plus two (2) years of related experience/training.

  • Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing.

  • Solid organizational skills and ability to multi-task with demanding time frames.

  • Working knowledge of common organization-specific and other computer application programs. High degree of computer literacy and competence in the use of Microsoft Word, Excel, PowerPoint, and Outlook.

  • Ability to use discretion and maintain confidentiality. High level of professionalism, integrity, and strong work ethic.

  • Proven ability to effectively collaborate, communicate, and build relationships with staff of all levels.

  • Excellent organizational and time management skills, with proven ability to adapt to changing priorities, meet deadlines, and apply creativity (originality) in problem solving.

  • Detailed oriented and able to work with little or no supervision.


  • Prior relevant experience supporting mid-to-senior-level manager(s) or director(s) in a health system, hospital, and/or academic setting.

  • Advanced knowledge with UC policies and UC San Diego Health processes (e.g. Concur Travel & Expense, EcoTime, Human resources Premiere Connect, and Facilities Management).

  • Software database and website content management.


  • 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.

Pay Transparency Act

Annual Full Pay Range: $63,580 - $98,282 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $30.45 - $47.07

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).

If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

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 is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

For the University of California’s Affirmative Action Policy please visit:
For the University of California’s Anti-Discrimination Policy, please visit:

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

UC San Diego Health maintains a marijuana and drug free environment. Employees may be subject to drug screening.

Application Instructions

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