Administrative Assistant Job at UC San Diego in Oakland

Administrative Assistant - 133245

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Job Description

Filing Deadline: Mon 12/2/2024
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 11/20/24. for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 12/2/24. Eligible Special Selection clients should contact their Disability Counselor for assistance.

DESCRIPTION

The Department of Ophthalmology is comprised of 30 faculty physicians and scientists, 10 resident physicians, and 13 (include clinical and research) post-doctoral physicians and scientists and over 150 staff with 6 divisions - Glaucoma, Retina, Cornea & Refractive Surgery, Pediatrics, Ocularplastics, and Neuro-ophthalmology. Clinical services are provided at the Shiley Eye Center, Ratner Eye Center, UCSD Health Sciences (UCSDHS) Hillcrest ambulatory center and the Veterans Administration (VA) Hospital. The Department of Ophthalmology has the largest single outpatient clinic at the University of California, San Diego with over 110,000 visits annually. Additionally, over 5400 surgical cases are performed.

The Department of Ophthalmology is rapidly growing and looking to expand its practice at the Shiley Eye Center and in regional satellites, including possible acquisition of existing practices.

Under the supervision of the Clinic Supervisor the Administrative Assistant performs the duties related to patient administrative services. Duties include: scheduling appointments, screening telephone calls, and triaging patients to appropriate physicians. Familiarity with a wide variety of healthcare providers (Medicare, MediCal, HMO, PPO, private providers, and cash pays). Familiar with routine and specialty procedure authorization processes. Responsible for serving as backup for patient registration. Responsible for coordinating and scheduling study patients. Responsible for ensuring accuracy medical record preparation, on-line EPIC patient registration, and facilitating patient appointment scheduling and dispositions. Responsible for promoting a welcoming and pleasant experience by exhibiting superior visitor and patient services. Performs general office functions and ensures patient documents/authorizations are filed appropriately and timely. Reconcile end of day log sheet, cash handling and surgery pre- payments. Ensures medical records and files are maintained and available for appointments. In collaboration with the Clinic Supervisors, prepare materials for staff meetings and assist with logistics. Assist supervisors with training of new employees. Takes direction from back office Clinic Supervisors in the absence of immediate supervisor.

MINIMUM QUALIFICATIONS

• Experience working in healthcare clinic and specialty surgery facility and working with physicians, clinicians, and researchers.

• Excellent interpersonal skills, including tact, diplomacy and flexibility in order to deal effectively with medical and ancillary staff, patients and general public both in person and on the phone.

• Proven ability to set priorities, maintain composure and function efficiently under high volume, multiple demand work conditions. Demonstrated problem solving skills.

• Experience in providing patient administrative services, registration, and scheduling.

• Experience and understanding with a variety of healthcare providers (Medicare, MediCal, HMO, PPO, private providers, CCS).

• Experience and knowledge of the name, abbreviation, and various diagnostic tests/procedures, including proper scheduling and completion of necessary requisitions and consents.

• Demonstrated ability in screening telephone calls, directing callers to appropriate resource or to physician or staff for further screening and disposition, and triaging emergent issues appropriately.

• Ability to maintain strict confidentiality of patient information and documentation. Ability to maintain confidentiality of administrative and personnel matters. Knowledge and skill in working with HIPAA requirements.

• Experience and knowledge of chart order, alpha filing, terms and abbreviations commonly used to describe medical conditions.

• Experience and knowledge of the standard pre-test and pre-procedure instructions which patients may receive. Ability to explain procedure instructions to patients for scheduling and registration purposes.

• Demonstrated experience and knowledge in Microsoft Office Suite, healthcare software, PC, and MAC computers, and multi-line phone systems.

• Experience and solid understanding of EPIC on-line clinic appointment system and demonstrated skill in accurately entering related information into CRT.

• Experience training clinic administrative staff and assisting with work direction with the ability to ensure quality patient care.

• Ability to work collaboratively to promote positive outcomes in a team environment. Ability to uphold and maintain UC Principles of Community.

• Experience working in a complex and fast-paced clinic environment.

PREFERRED QUALIFICATIONS

• Bilingual in Spanish/English.

• Ophthalmology medical terminology.

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

SPECIAL CONDITIONS

• Employment is subject to a criminal background check and pre-employment physical.

• Must work Saturdays and work overtime during peak periods.

• Must maintain a professional appearance.

Pay Transparency Act

Annual Full Pay Range: $33,900 - $72,996 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $16.24 - $34.96

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 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 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: https://policy.ucop.edu/doc/4010393/PPSM-20
For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

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

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

Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

a. "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

• UC Sexual Violence and Sexual Harassment Policy
• UC Anti-Discrimination Policy
• Abusive Conduct in the Workplace

Application Instructions

Please click on the link below to apply for this position. A new window will open and direct you to apply at our corporate careers page. We look forward to hearing from you!

Apply Online Payroll Title: BLANK AST 2 Department: OPHTHALMOLOGY/Shiley Clinical Hiring Pay Scale $16.24 - $34.96 / Hour Worksite: East Campus (La Jolla) Appointment Type: Career Appointment Percent: 100% Union: CX Contract Total Openings: 1 Work Schedule: Days, 8 Hour Shifts, Monday-Friday Click Here to
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Administrative Assistant - 133245

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Posted: 11/18/2024

Job Reference #: 133245