Job Description

Payroll Title:
Hiring Pay Scale
$19.49 - $37.48 / Hour
Shiley Eye Institute
Appointment Type:
Appointment Percent:
CX Contract
Total Openings:
Work Schedule:
Days, 8 hrs/day, Monday-Friday

#123296 Ophthalmic Admin. Work Lead

Filing Deadline: Thu 6/8/2023

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.

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 05/30/2023 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 06/08/2023. Eligible Special Selection clients should contact their Disability Counselor for assistance.


UCSD Department of Ophthalmology is one of the most innovative and productive academic departments in the country, offering challenging career opportunities in the diverse areas of advanced educational programs, cutting-edge research, and 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.

Under general supervision of Opthalmic Admin Supervisor, the incumbent will work as Ophthalmic Administrative Work Lead for the Department of Ophthalmology. Responsible for reviewing and prioritizing all administrative and patient care requests and communications involving and in support of the Ophthalmic technicians and their supervisors. Serve as Work Lead as back up to Ophthalmic supervisors for staff scheduling and assignment. Provide training and oversight as appropriate to other staff for administrative and clinical tasks needing to be performed. Monitor staff productivity and balance staff assignments for effective service delivery. Assess educational and training needs of staff and facilitate staff development. Manage day-to-day smooth operation of administrative functions, including long- and short-range administrative needs. Interact closely with physicians and other clinical faculty and Department Business Office Staff. Using sound judgment, troubleshoot/resolve administrative issues.

Overseeing and/or directly performing the documentation and information gathering required for daily triage phone calls, including walk-ins, Rx refills, and performance of visual field testing. Monitors and determines the need for medical and office supplies and orders using Premiere on-line ordering system. Act as a pharmacy liaison, by initiating and returning pharmacy calls. Coordinates meetings and training sessions with Pharmaceutical Representatives from various medical companies by arranging dates, times and location. Fosters stellar customer service by receiving and returning patient phone calls on a timely manner. Responsible for chart management as needed pertaining to triage, phone calls & pharmacy calls. Responsible for verifying appointments using Epic Enterprise system. Accurately uses the PDR (Physicians Desk Reference) and assists with patients scheduling changes as necessary. This position will also schedule EOG and ERG.

Responsible for ensuring all charge capture is performed by technicians and all required authorizations are obtained for all pharmaceutical supplies requiring prior authorization. Perform other duties and responsibilities as needed.


  • Demonstrated experience in serving as Work Lead and provide training to other staff. Proven ability to monitor staff productivity and balance staff assignments for effective service delivery.

  • Demonstrated excellent interpersonal skills, including tact, diplomacy and flexibility in order to deal effectively with medical and ancillary staff, patients and general public.

  • Proven ability to set priorities as Work Lead, maintain composure and function efficiently under high volume, multiple demand work conditions.

  • Demonstrated experience and knowledge of clinic's scope of services and triage guidelines in order to complete triage forms based on the patient's needs/problems and on the clinic's available medical staff.

  • General knowledge about ophthalmic specialties, services provided, surgical and office services. Knowledge of content and structure of medical records.

  • Knowledge of how to accurately complete invoices and ordering forms.

  • Proven knowledge of frequently used and accepted UCSD abbreviations. Knowledgeable on locations of all ophthalmic clinics, laboratories, surgical centers on campus to be able to provide good directions to patients.

  • Demonstrated experience in screening telephone calls and directing callers to appropriate resource or to physician or staff for further screening and disposition.

  • Proven ability to maintain confidentiality and knowledge of UCSD policy and procedures regarding release of information.

  • Demonstrated knowledge of computer operations with proven data entry skills.

  • Demonstrated experience at maintaining an organized work area.


  • Demonstrated experience and knowledge of current chart order, alpha filing, terms and abbreviations commonly used to describe medical conditions. Skill with setting up and maintaining file system according to established protocol in order to organize and retrieve various forms used in daily clinic operation.

  • Knowledge of the standard pre-test and pre-procedure instructions which patients may receive. Distinguishes between instructions which may be provided by the doctors or staff.

  • Working knowledge of Epic Enterprise system as required to perform job functions.

  • Knowledge of specific forms and mechanism used for ordering supplies and services.

  • General knowledge of UCSD Medical Group clinical service and Medical Center services with respect to geographic location, telephone number and type of service provided.


  • Must have an understanding of professional attire, attitude, adhering to dress codes and the ability to interact with a wide variety of personalities.

  • Must be able to work various hours and locations based in business needs.

Pay Transparency Act

Annual Full Pay Range: $40,700 - $78,258 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $19.49 - $37.48

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).

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 Sciences is comprised of our School of Medicine, Skaggs School of Pharmacy and Pharmaceutical Sciences, The Herbert Wertheim School of Public Health and Human Longevity Science, and our Student Health and Well-Being Department. We have long been at the forefront of translational - or "bench-to-bedside" - research, transforming patient care through discovery and innovation leading to new drugs and technologies. Translational research is carried out every day in the hundreds of clinical trials of promising new therapies offered through UC San Diego Health, and in the drive of our researchers and clinician-scientists who are committed to having a significant impact on patient care. 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.

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

Application Instructions

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