University of California - San Diego #89395 Administrative Clinical Coordinator in San Diego, California

#89395 Administrative Clinical Coordinator

Filing Deadline: Wed 8/23/2017

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UCSD Layoff from Career Appointment: Apply by 8/14/17 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor. Eligible Disability Counseling and Consulting services (DCC) or Special Selection clients should contact their Vocational Rehabilitation Counselor for assistance.


Under supervision, the Administrative Clinical Coordinator provides administrative support and surgery scheduling services for the Division of Neurosurgery. Primary responsibilities include, but are not limited to, scheduling surgical procedures, which includes the following: Coordinating the logistics of multiple departments and areas of specialty (e.g., IR, operating room schedulers, pre-op clinics, anesthesia, and admissions) to schedule time in the Operating Room, Procedure Room, or IR Suite; working closely with department authorizations unit to provide all necessary documentation for obtaining authorizations for surgical procedures; communicating surgery time and location with patients and family members, as well as the administrator for the Surgeon; and adding all information into the UCSD computer systems. Updating Neurosurgery OR calendar in Outlook; contacting off campus facilities to obtain face sheets and operative notes related to surgeries performed; and ensuring all charges have been submitted in a timely manner. Preparing and distributing clinic notes to referring physicians and medical records and completing appropriate administrative EPIC responsibilities relating to patient documentation. Performing a variety of other administrative duties in support of patient services. Providing back-up support for other administrative staff, as needed. Interfacing with clinical staff and patients via phone and in person. Answering and triaging incoming calls. Sorting and prioritizing incoming and outgoing mail. Developing and maintaining extensive filing system for all patient records. Communicating with faculty, clinic staff, administrators, professional organizations, and outside agencies (e.g., Insurance Companies and Community Medical Groups). Other administrative duties, as assigned by supervisor.


  • Demonstrated high level administrative and clinical coordination experience in a healthcare setting.

  • Demonstrated ability to coordinate the schedules of multiple clinical providers. Ability to coordinate, maintain and arrange complex calendars for meetings, surgical procedures and appointments.

  • Knowledge of surgery scheduling and authorization.

  • Ability to work independently or as part of a team as necessary. Demonstrated ability to communicate clearly and effectively both orally and in written form. Demonstrated ability to make appropriate decisions and maintain strict confidentiality.

  • Ability to use good judgment, diplomacy and tact when dealing with people of various cultures and backgrounds. Strong communication skills (both written and verbally) needed to interact professionally and effectively with a diverse population at all levels of organization in person, over the telephone an in writing.

  • Demonstrated experience with the operation of a personal computer and software applications, MS Word, Outlook, Excel, and database programs. Demonstrated ability to work with and learn new software for data coordination.


  • Demonstrated knowledge of UC policies and procedures.

  • Experience using IFIS, PCIS, IDX, and EPIC.

  • Bilingual Spanish/English.


  • Must be able to work various hours and locations based on business needs.

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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, and several outpatient clinics. UC San Diego Medical Center in Hillcrest is a designated Level I Trauma Center and has the only Burn Center in the county. We invite you to join our dynamic 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.

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.

Payroll Title:




Salary Range

Commensurate with Experience


La Jolla Medical Center

Appointment Type:


Appointment Percent:



CX Contract

Total Openings:


Work Schedule:

Days, 8 hrs/day, Mon-Fri