Administrative Assistant II & III (Health) – TP121720 – San Diego, CA

Administrative Assistant II & III (Health) – TP121720

UC San Diego

San Diego, CA

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Filing Deadline: Fri 4/7/2023

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

Position available through UCSD Temporary Employment Services (TES). Employment through TES is an excellent way to gain valuable UCSD experience and get your foot in the door for career positions. TES employment includes medical coverage, paid vacation & sick time, paid holidays, as well as training and development opportunities!

DESCRIPTION

TES has current openings for entry-level to advance-level administrative positions within our health sciences and medical offices. Skill requirements vary by position.

Most positions are full-time, Monday through Friday between 8:00am and 5:00pm, although part-time and weekend positions are sometimes available.

Typical duties for applicants with general office support are as follows:

  • Receptionist: answer phones, respond to emails, and greet customers/patients.

  • Photocopy, file, and scan sensitive departmental documents.

  • Maintain HIPPA Compliance.

  • Heavy data entry and maintaining spreadsheets.

  • Working in EPIC EHR software.

  • Scheduling basic appointments and managing shared physician or faculty calendars.

  • Maintain and order medical and/or non-medical inventory.

  • Take meeting minutes for department/interdepartmental meetings or projects.

  • Customer service for patients, students, and/or staff and faulty of UCSD health systems.

  • Other duties or special projects as assigned.

Responsibilities for applicants with advanced level administrative and executive support skills are as follows:

  • Use of independent judgment to determine best resources and most effective tools to resolve administrative and operational problems.

  • Provide direct administrative support for various physicians and faculty.

  • Manage complex physician and faculty calendars: responsible for making decisions related to planning and implementation of meetings, special events, and travel.

  • Make travel arrangements: liaison with travel agency, hotel, airlines etc. and process reimbursement requests.

  • Process various fiscal transactions.

  • Drafting correspondence and reports.

  • Coordination of event, conference, and program logistics including: video conferencing (Zoom), transportation, accommodations, activities, reserving room space, and catering for scheduled events.

  • Other duties special projects as assigned.

QUALIFICATIONS

  • Solid communication skills and ability to communicate professionally and effectively with a diverse population of all levels of organization in person, over the phone and in writing.

  • Ability to work in an interactive environment and possess excellent customer service skills both in person and over phone.

  • Must have strong organizational skills with ability to set priorities, handle deadlines, and manage conflicting demands.

  • Proficiency with MS Word, Access, Excel, PowerPoint, Internet Explorer, Adobe Acrobat, and various email, database and desktop publishing programs. Proven typing/word processing skills to prepare correspondence, reports, and spreadsheets.

  • Demonstrated typing/word processing skills to prepare correspondence, reports, and spreadsheets.

  • Must have strong organizational skills with the ability to set priorities, handle deadlines, and manage conflicting demands.

  • Proven ability to work independently with minimum supervision, establish priorities, follow through on tasks to completion, and meet deadlines in an environment of multiple interruptions and changing priorities while maintaining a high degree of judgment and clarity.

  • Administrative assistance experience in a hospital or medical office.

PREFERRED QUALIFICATIONS

  • Experience providing senior-level administrative support for clinical or non-clinical staff within a healthcare clinic, hospital, or organization.

  • Previous directly related experience in a large complex healthcare setting.

  • Experience and knowledge of billing software and EPIC/electronic health record systems.

  • Experience using medical terminology.

  • Ability to manage and optimize the use of multiple databases with extreme attention to detail.

  • Manage complex calendars, schedule meetings and appointments; executing, coordinating, and managing event planning for programs, special events, meetings, and conferences.

  • Experience analyzing and identifying problems, independently resolve discrepancies with ability to recommend solutions, effectively participate in short and long term planning for administrative needs of unit.

  • Proven ability to work independently with minimum supervision, establish priorities, follow through on tasks to completion, and meet deadlines in an environment of multiple interruptions and changing priorities while maintaining a high degree of judgment and clarity.

  • Proven experience monitoring department budgets, including expenditures and purchasing.

  • Ability to read, interpret and analyze financial data.

  • Experience utilizing UCSD business systems (e.g., IFIS, PPS, FinancialLink, MyTravel, MyEvents, MyPayments, EmployeeLink, and/or Marketplace).

SPECIAL CONDITIONS

A background check is required.

A medical screening may be required.

Pay Transparency Act

Annual Full Pay Range: $33,900 – $66,962 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $16.24 – $32.07

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).

Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).

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.

The University of California 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: http://www-hr.ucsd.edu/saa/nondiscr.html

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

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