Admin Assistant III

University of California San Francisco•San Francisco, CA

6d•$29 - $42•Onsite

About The Position

Under general supervision, the incumbent supports the ICAP administration office, and other operational staff as needed. The position’s role involves monitoring and coordination of supplies and equipment for infant Child and Adolescent psychiatry (ICAP), Infant parent program (IPP), Intensive Outpatient Services (IOP) and other divisions as needed. This position is at ZSFG, 5 days a week in person role. Under the supervision of the DA, Administrative Assistant III will manage administrative, operational, clinical and non-clinical aspects of the ICAP. Responsibilities will include patient appointment scheduling, Care Coordination, facility operations, expense reimbursement and invoice review/submissions, PO set-up, database management, client file management, ordering office and medical supplies, filing, IT help desk support. Additionally, the incumbent is responsible for the triage and coordination of a broad range of operational and clinical support related activities in a fast-paced environment. The role requires the ability to work independently. He/she must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting a large department of diverse people and programs. The ability to interact with faculty and staff (at all levels) sometimes under pressure, remaining flexible, proactive, resourceful, and efficient with a high level of professionalism and confidentiality is crucial to this role. Expert written and verbal communication skills, strong decision-making ability and attention to detail are equally important. Coordinating with ZSFG Credentialing team, medical records and medical staff offices to gather and maintain documentation is essential. Covered under University series concept / job specification for classification 4722. Under general direction works on operational and/or procedural assignments that require the exercise of considerable discretion and independent judgment. Understands implications of work and makes recommendations for solutions. Determines methods and procedures on new assignments. The final salary and offer components are subject to additional approvals based on UC policy. Your placement within the salary range is dependent on a number of factors including your work experience and internal equity within this position classification at UCSF. For positions that are represented by a labor union, placement within the salary range will be guided by the rules in the collective bargaining agreement. The salary range for this position is $29.03 - $41.55 (Hourly Rate). To learn more about the benefits of working at UCSF, including total compensation, please visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html Ability to work cooperatively and communicate effectively with others. Ability to work in a high stress, high volume area and work well under pressure and with deadlines. Ability to follow oral and written instructions accurately and be detailed oriented. Able to efficiently prepare written summaries of activities, set priorities and complete reports within required timeframes. Knowledge of medical and/or psychiatric terminology. Maintain “Access and Excel” software databases. Recognize and correct data irregularities. Set up routine computer procedures and resolve issues. Ability to run reports and present data to medical staff, program director and division administrator Excellent communication, interpersonal skills and customer focus Regular use of judgment and discretion to solve operational problems where answer is not apparent; select best solution from several "right" answers or no precedent; determines own schedules and work priorities; make suggestions for process improvement; interprets oral and/or written guidelines to solve problems. High school graduation/GED and 4 years of related experience or an equivalent combination Experience with simple accounting to include updating reconciliations and reviewing invoices. Able to lift 50lbs and climb stairs Work independently with limited supervision, responsible for several complete administrative processes. A preliminary job offer and assignment may be extended pending successful background clearance. Ability to work with clients and program staff from diverse cultural and social class backgrounds Strong organizational and planning skills in a fast-paced environment Hands-on experience with office equipment A creative mind with an ability to suggest improvements Bilingual In Spanish Microsoft office Experience Epic APM experience Equal Employment Opportunity 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. The Division of Infant, Child, and Adolescent Psychiatry (ICAP) is part of the Department of Psychiatry at Zuckerberg San Francisco General Hospital and Trauma Center (ZSFG). Its mission is to provide quality, culturally tailored, and trauma-informed mental health services for youth (from birth to age 24) and their families as part of a comprehensive, coordinated approach to care across the developmental age spectrum. ICAP programs and services encompass clinic and community-based direct care and consultation services (within ZSFG clinics, daycares, schools, and other community-based settings), training, and research. About UCSF The University of California, San Francisco (UCSF) is a leading university dedicated to promoting health worldwide through advanced biomedical research, graduate-level education in the life sciences and health professions, and excellence in patient care. It is the only campus in the 10-campus UC system dedicated exclusively to the health sciences. We bring together the world’s leading experts in nearly every area of health. We are home to five Nobel laureates who have advanced the understanding of cancer, neurodegenerative diseases, aging and stem cells. Pride Values UCSF is a diverse community made of people with many skills and talents. We seek candidates whose work experience or community service has prepared them to contribute to our commitment to professionalism, respect, integrity, diversity and excellence – also known as our PRIDE values. In addition to our PRIDE values, UCSF is committed to equity – both in how we deliver care as well as our workforce. We are committed to building a broadly diverse community, nurturing a culture that is welcoming and supportive, and engaging diverse ideas for the provision of culturally competent education, discovery, and patient care. Additional information about UCSF is available at diversity.ucsf.edu Join us to find a rewarding career contributing to improving healthcare worldwide.

Requirements

Ability to work cooperatively and communicate effectively with others.
Ability to work in a high stress, high volume area and work well under pressure and with deadlines.
Ability to follow oral and written instructions accurately and be detailed oriented.
Able to efficiently prepare written summaries of activities, set priorities and complete reports within required timeframes.
Knowledge of medical and/or psychiatric terminology.
Maintain “Access and Excel” software databases.
Recognize and correct data irregularities.
Set up routine computer procedures and resolve issues.
Ability to run reports and present data to medical staff, program director and division administrator
Excellent communication, interpersonal skills and customer focus
Regular use of judgment and discretion to solve operational problems where answer is not apparent; select best solution from several "right" answers or no precedent; determines own schedules and work priorities; make suggestions for process improvement; interprets oral and/or written guidelines to solve problems.
High school graduation/GED and 4 years of related experience or an equivalent combination
Experience with simple accounting to include updating reconciliations and reviewing invoices.
Able to lift 50lbs and climb stairs
Work independently with limited supervision, responsible for several complete administrative processes.
A preliminary job offer and assignment may be extended pending successful background clearance.
Ability to work with clients and program staff from diverse cultural and social class backgrounds
Strong organizational and planning skills in a fast-paced environment
Hands-on experience with office equipment
Microsoft office Experience
Epic APM experience

Nice To Haves

A creative mind with an ability to suggest improvements
Bilingual In Spanish

Responsibilities

patient appointment scheduling
Care Coordination
facility operations
expense reimbursement and invoice review/submissions
PO set-up
database management
client file management
ordering office and medical supplies
filing
IT help desk support
triage and coordination of a broad range of operational and clinical support related activities
Coordinating with ZSFG Credentialing team, medical records and medical staff offices to gather and maintain documentation