Job Description

Payroll Title:
Hiring Pay Scale
$25.42 - $31.59 / Hour
Hillcrest Medical Center
Appointment Type:
Appointment Percent:
EX Contract
Total Openings:
Work Schedule:
Days, 8 hrs/day, Monday-Friday

#128166 Clinical Coordinator & Surgery Scheduler

Initial Review Date: Mon 3/25/2024

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.

UCSD Layoff from Career Appointment: Apply by 03/04/24 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 03/14/24. 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. Works closely with Emergency General Surgery Nurse Coordinator with scheduling follow up clinic appointments and patient tracking , assisting with obtaining further documentation or resources needed from outside facilities prior to procedures.

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.

  • Demonstrated 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.

  • Ability to use good judgment, diplomacy, tact, and discretion when dealing with people of various cultures and backgrounds. Ability to work independently or as part of a team as necessary.

  • 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.

Pay Transparency Act

Annual Full Pay Range: $53,077 - $65,960 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $25.42 - $31.59

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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