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.