Administrative Assistant Ii
2 weeks ago
Payroll Title:
- BLANK AST 2
- Department:
- Temporary Employment Services
- Hiring Pay Scale
- $23.68 - $27.36 / Hour
- Worksite:
- Various
- Appointment Type:
- Temp
- Appointment Percent:
- Various%
- Union:
- CX Contract
- Total Openings:
- 5
- Work Schedule:
- Variable, 8 hrs/day, Variable**#TP129511 Administrative Assistant II & III (Health)***:Filing Deadline: Fri 5/31/2024**
**UC San Diego values equity, diversity, and inclusion. 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.**
Position available through UCSD Temporary Employment Services (TES). Employment through TES is an excellent way to gain valuable UCSD experience and get your foot in the door for career positions. TES employment includes medical coverage, paid vacation & sick time, paid holidays, as well as training and development opportunities
**ASSIGNMENT DETAILS**:
- ** Duration**: Assignments typically run for approximately 3-6 Months.
- **Compensation and Benefits**: $23.68 - $27.36/hr, including paid holidays and vacation/sick leave. Full-medical insurance also available.
- ** Work Schedule**: Monday - Friday 8:00am - 4:30pm, but can vary.
- ** Location**: Most positions are on-site or hybrid.
**DESCRIPTION**:
TES has current openings for entry-level administrative to advanced level administrative positions within our health sciences and medical offices. Skill requirements vary by position.
**Typical duties for applicants with general office support are as follows**:
- Photocopy, file, and scan sensitive departmental documents.
- Maintain HIPAA Compliance.
- Heavy data entry and maintaining spreadsheets.
- Working in EPIC EHR software.
- Scheduling basic appointments and managing shared physician or faculty calendars.
- Maintain and order medical and/or non-medical inventory.
- Take meeting minutes for department/interdepartmental meetings or projects.
- Customer service for patients, students, and/or staff and faulty of UCSD health systems.
**Responsibilities for applicants with advanced level administrative and executive support skills are as follows**:
- Use of independent judgment to determine best resources and most effective tools to resolve administrative and operational problems.
- Provide direct administrative support for various physicians and faculty.
- Manage complex physician and faculty calendars: responsible for making decisions related to planning and implementation of meetings, special events, and travel.
- Make travel arrangements: liaison with travel agency, hotel, airlines etc. and process reimbursement requests.
- Process various fiscal transactions.
- Drafting correspondence and reports.
- Coordination of event, conference, and program logistics including: video conferencing (Zoom), transportation, accommodations, activities, reserving room space, and catering for scheduled events.
**QUALIFICATIONS**:
- Solid communication skills and ability to communicate professionally and effectively with a diverse population of all levels of organization in person, over the phone and in writing.
- Ability to work in an interactive environment and possess excellent customer service skills both in person and over phone.
- Must have strong organizational skills with ability to set priorities, handle deadlines, and manage conflicting demands.
- Demonstrated typing/word processing skills to prepare correspondence, reports, and spreadsheets.
- Must have strong organizational skills with the ability to set priorities, handle deadlines, and manage conflicting demands.
- Proven ability to work independently with minimum supervision, establish priorities, follow through on tasks to completion, and meet deadlines in an environment of multiple interruptions and changing priorities while maintaining a high degree of judgment and clarity.
- Administrative assistance experience in a hospital or medical office.
**PREFERRED QUALIFICATIONS**
- Experience providing senior-level administrative support for clinical or non-clinical staff within a healthcare clinic, hospital, or organization.
- Previous directly related experience in a large complex healthcare setting.
- Experience and knowledge of billing software and EPIC/electronic health record systems.
- Experience using medical terminology.
- Ability to manage and optimize the use of multiple databases with extreme attention to detail.
- Manage complex calendars, schedule meetings and appointments; executing, coordinating, and managing event planning for programs, special events, meetings, and conferences.
- Experience analyzing and identifying problems, independently resolve discrepancies with ability to recommend solutions, effectively participate in short and long term planning for administrative needs of unit.
- Proven ability to work independently with minimum supervision, establish prior
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