Administrative Assistant - Transplant

UCSD Layoff from Career Appointment : Apply by 07/09/2026 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Reassignment Applicants : Eligible Reassignment clients should contact their Disability Counselor for assistance.

In concert with clinical providers, the Transplant Administrative Assistant is responsible for providing administrative support including and are not limited to performing general office duties, coordinating of clinical activities; solving problems; maintaining and monitoring transplant database and complex calendars; preparing and distributing notes; transcribing faculty correspondences; composing documents, memos, and emails; communicating with diverse medical staff and outside organizations; scheduling appointments, authorization, billing, patient registration, and insurance eligibility and verification; and performing other related administrative tasks as required. The Transplant Administrative Assistant serves as an administrative lead and key resource for patients, physicians, staff, and inpatient/outpatient care service managers.

The duties including and not limited to communicating procedure and medical evaluation time and location with patients and family members as well as physicians, surgeons, and nurse coordinators; preparing for meetings; preparing patient files for medical staff; taking meeting minutes; following up on patient testing; maintaining and monitoring Transplant database; managing complex calendars for meetings and appointments; answering and routing calls.

Preparing and distributing clinic notes for referring physicians and medical records; transcribing faculty correspondences and preparing other documents, memos and emails as requested; communicating with internal medical staff, patients, and outside agencies; assisting with scheduling, billing, patient registration, and insurance eligibility and verification ensuring compliance and regulatory requirements; and performing other duties as assigned.

• Three (3) years of administrative experience in a large, complex healthcare system or other relevant experience.
• Experience working in a transplant program.
• Experience with referral intake, coordinating and scheduling multiple tests, procedures, and clinic visits for transplant patients.
• Excellent verbal and written communication skills, active listening, critical thinking, multi-task and time management skills.
• Advanced political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the Health System and external constituencies.
• Demonstrated ability to perform technical, specialized, complex office administrative work requiring the use of independent judgment.
• Expert knowledge of medical center processes, protocols, and procedures.
• Excellent skills in collaboration, problem-solving, advising and counseling.
• Advanced service orientation and attention to detail.
• Advanced skills in problem identification.
• Mid-to large size project management experience.
• Ability to use a high level of discretion and maintain confidentiality.
• Advanced skill in MS Office (Excel, Word, PowerPoint, Outlook). Strong ability to draft correspondence, create reports, develop professional presentations, and conduct complex calendaring.
• Expert knowledge of medical center processes, protocols, and procedures.
• Strong analytical/problem-solving skills. Skills in problem identification. Excellent ability to multitask with demanding time-frames.
• Demonstrated ability to perform technical, specialized, complex office administrative work requiring the use of independent judgment.
• Superb service orientation and attention to detail.
• Demonstrated verbal and written skills to communicate and influence effectively with staff, physician, patients and external constituents.

• Bachelor's Degree.
• Five (5) years of administrative healthcare experience or other relevant experience.
• Medical Terminology training or certificate.
• Experience working with Epic, Phoenix, Cadence.
• Bilingual - English/Spanish.

• 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.

Pay Transparency Act

Annual Full Pay Range: $61,429 - $88,030 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $29.42 - $42.16

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).