Administrative Assistant - Ophthalmology - 140265

Payroll Title: BLANK AST 2 Department: FAC PRAC OPHTHALMOLOGY Hiring Pay Scale: $25.46 - $36.08 / Hour Worksite: La Jolla Ambulatory Clinics Appointment Type: Career Appointment Percent: 100% Union: CX Contract Total Openings: 1 Work Schedule: Days, 8-Hour Shifts, Monday - Friday #140265 Administrative Assistant - Ophthalmology Filing Deadline: Mon 7/13/2026 UC San Diego values and welcomes people from all backgrounds. 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. UCSD Layoff from Career Appointment: Apply by 07/02/26 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.

DESCRIPTION

Under the supervision of the Clinic Supervisor, the Administrative Assistant performs the duties related to patient administrative services. Duties include scheduling appointments, screening telephone calls, and triaging patients to appropriate physicians. Familiarity with a wide variety of healthcare providers (Medicare, MediCal, HMO, PPO, private providers, and cash pays). Familiar with routine and specialty procedure authorization processes. Responsible for serving as backup for patient registration. Responsible for coordinating and scheduling study patients. Responsible for ensuring accuracy medical record preparation, on-line EPIC patient registration, and facilitating patient appointment scheduling and dispositions. Responsible for promoting a welcoming and pleasant experience by exhibiting superior visitor and patient services. Performs general office functions and ensures patient documents/authorities are filed appropriately and timely. Reconcile end of day log sheet, cash handling and surgery pre- payments. Ensures medical records and files are maintained and available for appointments. In collaboration with the Clinic Supervisors, prepare materials for staff meetings and assist with logistics. Assist supervisors with training of new employees. Takes direction from back office Clinic Supervisors/Lead in the absence of immediate supervisor.

MINIMUM QUALIFICATIONS

Experience working in healthcare clinic and specialty surgery facility, and working with physicians, clinicians, and researchers. Experience in providing patient administrative services, registration, and scheduling. Experience and understanding with a variety of healthcare providers (Medicare, MediCal, HMO, PPO, private providers, CCS). Excellent interpersonal skills, including tact, diplomacy and flexibility in order to deal effectively with medical and ancillary staff, patients and general public both in person and on the phone. Proven ability to set priorities, maintain composure and function efficiently under high volume, multiple demand work conditions. Demonstrated problem solving skills. Experience and knowledge of the name, abbreviation, and various diagnostic tests/procedures, including proper scheduling and completion of necessary requisitions and consents. Demonstrated ability in screening telephone calls, directing callers to appropriate resource or to physician or staff for further screening and disposition, and triaging emergent issues appropriately. Ability to maintain strict confidentiality of patient information and documentation. Ability to maintain confidentiality of administrative and personnel matters. Knowledge and skill in working with HIPAA requirements. Experience and knowledge of chart order, alpha filing, terms and abbreviations commonly used to describe medical conditions. Experience and knowledge of the standard pre-test and pre-procedure instructions which patients may receive. Ability to explain procedure instructions to patients for scheduling and registration purposes. Demonstrated experience and knowledge in Microsoft Office Suite, healthcare software, PC, and MAC computers, and multi-line phone systems. Experience and solid understanding of EPIC on-line clinic appointment system and demonstrated skill in accurately entering related information into CRT. Experience training clinic administrative staff and assisting with work direction with the ability to ensure quality patient care. Ability to work collaboratively to promote positive outcomes in a team environment. Ability to uphold and maintain UC Principles of Community. Experience working in a complex and fast-paced clinic environment.

PREFERRED QUALIFICATIONS

Knowledge of ophthalmology medical terminology. Bilingual in English/Spanish.

SPECIAL CONDITIONS

Employment is subject to a criminal background check and pre-employment physical. May be asked to work at other Ophthalmology clinic locations as backup (Hillcrest, Perlman, Shiley, Ratner). May work Saturdays and work overtime during peak periods. Pay Transparency Act Annual Full Pay Range: $53,160 - $75,335 (will be prorated if the appointment percentage is less than 100%) Hourly Equivalent: $25.46 - $36.08 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). IF EMPLOYED BY THE UNIVERSITY OF CALIFORNIA, YOU WILL BE REQUIRED TO COMPLY WITH OUR POLICY ON VACCINATION PROGRAMS, WHICH MAY BE AMENDED OR REVISED FROM TIME TO TIME. FEDERAL, STATE, OR LOCAL PUBLIC HEALTH DIRECTIVES MAY IMPOSE ADDITIONAL REQUIREMENTS. 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 IS THE ONLY ACADEMIC HEALTH SYSTEM IN THE SAN DIEGO REGION, PROVIDING LEADING-EDGE CARE IN PATIENT CARE, BIOMEDICAL RESEARCH, EDUCATION, AND COMMUNITY SERVICE. OUR FACILITIES INCLUDE TWO UNIVERSITY HOSPITALS, A NATIONAL CANCER INSTITUTE-DESIGNATED COMPREHENSIVE CANCER CENTER, SHILEY EYE INSTITUTE, SULPIZIO CARDIOVASCULAR CENTER, THE ONLY BURN CENTER IN THE COUNTY, AND DOZENS OF OUTPATIENT CLINICS. 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 PRINCIPLES OF COMMUNITY. THE UNIVERSITY OF CALIFORNIA IS AN EQUAL OPPORTUNITY EMPLOYER. ALL QUALIFIED APPLICANTS WILL RECEIVE CONSIDERATION FOR EMPLOYMENT WITHOUT REGARD TO RACE, COLOR, RELIGION, SEX, SEXUAL ORIENTATION, GENDER IDENTITY, NATIONAL ORIGIN, DISABILITY, AGE, PROTECTED VETERAN STATUS, OR OTHER PROTECTED STATUS UNDER STATE OR FEDERAL LAW. FOR THE UNIVERSITY OF CALIFORNIA’S ANTI-DISCRIMINATION POLICY, PLEASE VISIT: UC SAN DIEGO IS A SMOKE AND TOBACCO FREE ENVIRONMENT. PLEASE VISIT smokefree.ucsd.edu FOR MORE INFORMATION. UC SAN DIEGO HEALTH MAINTAINS A MARIJUANA AND DRUG FREE ENVIRONMENT. EMPLOYEES MAY BE SUBJECT TO DRUG SCREENING. MISCONDUCT DISCLOSURE REQUIREMENT: AS A CONDITION OF EMPLOYMENT, THE FINAL CANDIDATE WHO ACCEPTS AN OFFER OF EMPLOYMENT WILL BE REQUIRED TO DISCLOSE IF THEY HAVE BEEN SUBJECT TO ANY FINAL ADMINISTRATIVE OR JUDICIAL DECISIONS WITHIN THE LAST SEVEN YEARS DETERMINING THAT THEY COMMITTED ANY MISCONDUCT; OR HAVE FILED AN APPEAL OF A FINDING OF SUBSTANTIATED MISCONDUCT WITH A PREVIOUS EMPLOYER. MISCONDUCT MEANS ANY VIOLATION OF THE POLICIES GOVERNING EMPLOYEE CONDUCT AT THE APPLICANT’S PREVIOUS PLACE OF EMPLOYMENT, INCLUDING, BUT NOT LIMITED TO, VIOLATIONS OF POLICIES PROHIBITING SEXUAL HARRASSMENT, SEXUAL ASSAULT, OR OTHER FORMS OF HARRASSMENT, OR DISCRIMINATION, AS DEFINED BY THE EMPLOYER. FOR REFERENCE, BELOW ARE UC’S POLICIES ADDR... UC Sexual Violence and Sexual Harassment Policy UC Anti-Discrimination Policy Abusive Conduct in the Workplace #J-18808-Ljbffr University of California San Diego