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: /
UCSD Layoff from Career Appointment: Apply by 06/20/2023 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.
Special Selection Applicants: Apply by 06/30/2023. Eligible Special Selection clients should contact their Disability Counselor for assistance.
DESCRIPTION
The mission of the Student Health & Well-Being (SHW) cluster is to promote a culture of health and well-being for the student community, deliver equitable high quality innovative services, incorporate inclusive approaches, and celebrate diversity, with the goal of adoption and maintenance of healthy behaviors contributing to the academic success and personal development of all students.
The UC San Diego SHW cluster, which reports through UC San Diego Health System, plays a leadership role in creating a strong and active wellness culture that enables all students to flourish in body, mind and spirit. This includes promotion and the transformation of existing departments, under the oversight of the Executive Director, into a cohesive, trans-disciplinary source of integrated wellness services. The SHW cluster includes the departments of Student Health Services (SHS), Health Promotion Services (HPS), Counseling and Psychological Services (CAPS) and SHW Administration.
SHW provides health promotion, counseling and psychological services and primary medical care, including urgent care and support services, to over 43,000 undergraduate, graduate and professional students. Staff consists of physicians, psychiatrists, psychologist, pharmacists, optometrists, nurse practitioners, registered nurses, social workers, radiology technologists, clinical laboratory scientists, medical lab assistants, medical assistants, health educators, administrative and other healthcare professionals.
SHW Administration provides full business, financial and infrastructure services, including support for the Executive Director’s Office, strategic planning and analytics, information technology, budget management, resource planning and administration, contracts management, human resources, credentialing/privileging, medical records, insurance management, patient billing and collections, marketing, facilities and space.
The Administrative Assistant (AA) will provide administrative, business, HR and clinical support to the Student Health and Well-being Administration. Position will float to and perform tasks in HR and Business Offices, Medical Records and Patient Billing and Collections/Insurance.
AA will provide support in HR and business-related tasks. Incumbent will review and ensure accuracy of unpaid invoice reports and follow-up actions as needed, deposit checks, and act as a Card Delegate, providing support with expense reports and timely submissions. Responsible for customer service, answering inquiries, patient assistance and medical records management, including scanning of records into patient medical charts. Assist clinical staff with specific needs as they relate to patient medical charts. Incumbent will assist with patient health insurance projects.
AA must be able to interface with patients, staff, and other offices and departments, of diverse backgrounds, with diplomacy, sensitivity and tact. Triage correspondence and telephone calls, as well as greet and direct visitors.
Incumbent will provide support in scheduling, calendaring, and coordinating/planning travel arrangements, speaking engagements, meetings and special events. Incumbent will assist with purchase orders and travel reimbursements using online systems. Ad hoc projects will be assigned. AA will be provided with training and access for various duties.
QUALIFICATIONS
Demonstrated experience and proven ability to provide a high level of executive, administrative and business support including calendar scheduling, travel planning, reconciliation and reimbursement.
Superior keyboard/typing skills, including overall accuracy and attention to detail.
Experience using computer spreadsheets and database applications for report generation. Ability to research, obtain, and organize information to produce concise reports using relational databases.
Excellence in professional interpersonal and communication skills including the ability to successfully interact with people in various levels of position, diverse cultures and backgrounds, principal investigators, industry executives/representatives, faculty, staff and clinical patients. Ability to establish and maintain cooperative working relationships within the principles of community and work effectively as part of a team or independently.
Demonstrated ability to use discretion, maintain utmost confidentiality and comply with all requirements in use of computer systems and access to any and all patient, student, employee and University data, in electronic and hard copy formats, in compliance with University, state and federal guidelines, including, but not limited to Health Insurance Portability and Accountability Act (HIPAA) and Family Educational Rights and Privacy Act (FERPA).
Demonstrated ability to be resourceful and to understand overall nature of work/responsibilities.
Demonstrated excellent writing, editing, spelling and proofreading skills including knowledge of proper formats, grammar, structure, and content to draft letters and memos independently.
Strong problem-solving skills with the ability to analyze, formulate solutions, and resolve problems in the absence of higher authorities while maintaining professional relationships.
Organizational, project management, and time management skills including ability to determine appropriate priorities, complete projects accurately, efficiently, and with a high level of attention to detail, despite frequent interruption, and competing deadlines and changing priorities.
Proficient in computer software programs (e.g., Microsoft Word, Excel, PowerPoint, Outlook, email, automated calendaring systems) and programs such as internet browser applications. Experience to conduct searches on the internet. Thorough knowledge of business software. Demonstrated experience and competency with standard business equipment, computer technologies and a variety of software including system and networking software and a variety of web-based programs and browsers, with the willingness and ability to update and increase skills as needed to meet the goals of SHW.
Demonstrated ability to actively foster a positive, welcoming climate, and value, include and support all in the UC San Diego community. Demonstrated commitment to diversity, equity and inclusion to foster the best possible working and learning environment.
Demonstrated commitment and ability to acknowledge, advocate and support the efforts to dismantle structural racism and divisive biases based on race, ethnicity, sex, gender identity, age, disability, sexual orientation, religion, and political beliefs.
As appropriate, submit incident reports into the UCSD SHW Incident Report System, RL Datix or current system in use, to report near-misses, process problems or patient or employee injury events. Attend required trainings and refreshers for use and proper steps to follow.
PREFERRED QUALIFICATIONS
Minimum of three (3+) or more years’ experience working in a large complex healthcare setting.
Knowledge and understanding of University and departmental policies and procedures (e.g., prepare travel, reimbursement and entertainment forms with the knowledge of UCSD policies and procedures as they relate to travel and campus services) and working knowledge of University-wide and UCSD organizations and structures.
Knowledge of third-party payors including federal, state and private health plans.
Knowledge of commercial and government health insurance and billing guidelines and medical ICD9/ICD10 codes & CPT/HCPC Codes and Modifiers.
Experience with EPIC. Electronic medical records training, especially EPIC, is provided and required upon hire for this position.
Strong demonstrated working knowledge of Oracle Financials.
Demonstrated experience in using electronic medical records and understanding of medical record management.
Experience with UCPath, HR Portal and payroll systems.
SPECIAL CONDITIONS
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 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.
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!
BLANK AST 3
SHW Administration
$19.49 – $37.48 / Hour
La Jolla
Career
100%
1
Days, 8 hrs/day, Monday- Friday
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Posted: 6/15/2023
Job Reference #: 123740
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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