Administrative Assistant 3

Pre-Transplant Administrative Assistant

The Pre-Transplant Administrative Assistant guides patients through the evaluation and preparation process before solid organ transplantation. This role serves as a primary point of contact for patients, families, transplant coordinators, physicians, insurance providers, and multidisciplinary care teams to ensure timely completion of medical, financial, and psychosocial requirements for transplant eligibility. The Administrative Assistant helps reduce barriers to care, improves patient understanding of the transplant process, and supports coordination across departments to optimize patient readiness.

Minimum Qualifications:

• High school diploma or GED or equivalent work experience.
• Three (3) years of administrative experience in a large, complex healthcare system or other relevant experience.
• Ability to accomplish a variety of concurrent assignments in an effective and efficient manner, demonstrating ability to organize, prioritize and complete assignments in a designated time frame.
• Ability to adjust to changing workload or assignments and pressures of increased workload or deadlines.
• Problem solving skills to independently define a problem identify the resources available to help solve the problem, create viable solutions and take the necessary action to implement problem resolution and ensure prompt and satisfactory resolution.
• Decision making skills to independently exercise delegated authority to take action and to appropriately seek assistance from others when limits of delegated authority have been reached.
• Interpersonal skills to establish and maintain effective working relationships with all co-workers; to consistently interact with patients and other members of the public with patience, courtesy and professionalism, both in person and on the telephone; and to effectively respond to individuals who may be angry or upset.
• Ability to efficiently use computer system applications for all functions required for this position, including electronic mail, spreadsheets, word processing, and medical office management, (i.e. scheduling, correspondence, maintenance of demographic and insurance information).
• Working knowledge of medical and laboratory terminology sufficient to communicate knowledgeably with patients and health care providers regarding appointments, services and procedures.
• Ability to research, collect, organize, interpret, and input data. Experience abstracting laboratory results and other medical information from a medical record.
• Knowledge of health care insurance systems sufficient to properly obtain and track authorizations, request letters of agreement, and make referrals for consultations, ancillary and diagnostic services, and explain provisions and requirements to patients.
• Written and verbal communication skills to clearly and concisely provide information, explanations and instructions to, and to elicit information from others with varying levels of ability to understand, including individuals who are ill or distressed or for whom English may be a second language.
• Ability to read, effectively compose, and edit documents with an excellent working knowledge of English grammar, punctuation, spelling, and sentence structure; use proper style and format with strict attention to detail for all written documents.
• Ability to exercise discretion to ensure that patient confidentiality is maintained and a professional, respectful work environment exists at all times.
• Ability to work overtime and/or flex hours as needed to meet the needs of the Program (ie, attend evening or weekend Education Seminars).

Preferred Qualifications:

• Bachelor's degree in healthcare administration or related field.

Key Responsibilities:

• 45% - Patient Coordination and Support
• 45% - Call Center Support
• 10% - Administrative Support

Department Overview:

The UC Davis Transplant Center is a solid organ transplant program providing comprehensive, multidisciplinary care for patients with end-stage organ disease requiring transplantation. The Transplant Center coordinates evaluation, donor matching, surgical transplantation, and post-transplant management. Through collaboration among transplant surgeons, physicians, nurses, pharmacists, social workers, and support staff, the program is dedicated to improving patient outcomes, enhancing quality of life, and delivering compassionate, patient-centered care throughout every stage of the transplant journey.

Position Information:

• Salary or Pay Range: $29.40 - $42.14
• Salary Frequency: Hourly
• Salary Grade: 108
• UC Job Title: BLANK AST 3
• UC Job Code: 004722
• Number of Positions: 1
• Appointment Type: Staff: Career
• Percentage of Time: 100
• Shift (Work Schedule): M-F 8-5
• Location: Medical Records Building (HSP012)
• Union Representation: CX-Clerical/Admin
• Benefits Eligible: Yes

This position is hybrid (mix of on-site and remote work)