UCSD Layoff from Career Appointment: Apply by 04/23/2019 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 05/02/2019. Eligible Special Selection clients should contact their Disability Counselor for assistance.

DESCRIPTION

Under general supervision, the Lead Administrative Assistant is responsible for high-level administrative support and clinical coordination to the Department of Urology with focus on GU Medical Oncology program and assigned Oncologists and Advance Practitioners. This position also serves as an Assistant for the care team. Coordinate 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. Coordinate authorizations for appointments and admissions and ensure payment/reimbursement. Coordinate, collect and compile pathology reports/slides/films for each patient case from internal and external sources. Answer and triage incoming phone calls. Take minutes at meetings and prepare and distribute minutes.

Perform a variety of other administrative duties, including support of patient manuscripts, academic files, recruitments, course materials, and seminar meetings. Interface with clinical staff and patients via phone and in person. Coordinate medical staff privileging and oversee maintenance of licensing (medical, DEA, etc). Assist in developing policies and procedures and participate in long-range planning for administrative needs. Assist in developing and maintaining databases, and assist with developing graphs, tables and other scientific data for presentation. Provide back-up administrative support to the Department of Urology as needed. Sort and prioritize incoming and outgoing mail. Other related duties as assigned.

MINIMUM QUALIFICATIONS

• Demonstrated experience in working in a large complex healthcare setting.

• Proven experience handling scheduling, registration and authorization.

• Experience in working with Health Insurance companies and Community Medical Groups.

• Demonstrated knowledge of various insurance including HMO, PPO, POS, etc.

• Experience coordinating, planning, maintaining and arranging complex calendars for meetings, events, programs and appointments.

• Experience producing marketing materials, letters, correspondence and/or reports containing tables, slides, graphs, etc.

• Fluency in oral communications in English.

• Experience with editing and proofreading documents, as well as writing clear, accurate correspondence, meeting minutes, and/or reports.

• Excellent knowledge of English grammar, spelling, punctuation and sentence structure/formats, demonstrated skill in composing correspondence.

• Advanced skills in MS software application including Word, Excel, PowerPoint and Access. Possess fast, accurate typing skills.

• Strong interpersonal skills, including diplomacy, tact, and flexibility. Superb customer service skills and ability to interact well with all patients.

• Proven ability to interact with all organizational levels and to communicate effectively and professionally both in person and via phone.

PREFERRED QUALIFICATIONS

• Bachelor's Degree in business, healthcare administration or related area; and/or equivalent experience/training.
• Three (3) years of relevant experience in administrative coordination in a healthcare setting.
• Hematology-Oncology experience.
• Hematology/Surgical Oncology terminology.
• Experience using EPIC Cadence.
• Experience using FinancialLink, TravelLink, and BLINK.
• Knowledge of medical/scientific terminology.
• Knowledge of UC policies and procedures regarding pre- and post- award, purchasing, pay authorization, travel, and entertainment expense reimbursement.
• Bilingual a plus.

SPECIAL CONDITIONS

• 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.