Administrative Assistant - 133436

Google; Little Rock (AR); On-site; USD 42,000 - 60,000; Full time

Job summary

The UCSD OB/GYN and Reproductive Sciences Department is seeking an Administrative Assistant to support clinics, coordinate schedules, manage academic files, and assist with grant preparation.

Candidates should have strong computer skills (Excel, Word, Outlook), excellent organizational and communication abilities, and the capacity to handle high-volume workloads with discretion. Flexible for occasional overtime.

Qualifications

• Strong computer skills with Excel, Word, and Outlook.
• Ability to organize responsibilities and handle a high-volume workload.
• Set priorities, meet deadlines, and adapt to changing deadlines.
• Demonstrated customer service standards.
• Strong oral and written communication with all levels of staff and faculty.
• Ability to cope with pressure and interruptions.
• Ability to work with Faculty, staff and administration.
• Maintain confidentiality and handle sensitive matters discreetly.
• Accurate mathematical procedures and financial reporting.
• Work independently with good judgment.
• Capable of proofreading correspondence, reports and forms.
• Skilled at researching and organizing data.
• Experience coordinating and delegating workflow.
• Available for occasional weekends or overtime.

Responsibilities

• Liaison between clinics and UCSD offices.
• Assist faculty within divisions.
• Coordinate departmental call schedules and calendars.
• Prepare forms and correspondence for academic files.
• Assist with preparation of papers/abstracts.
• Assist in grant preparation.
• Work with credentialing for new and reappointments.
• Respond to requests for Certificates of Insurance.
• Assist with supply ordering, purchase orders, and travel.
• Assist Fellowship Coordinator with recruitment and daily Fellow schedules.
• Assist the Business Office Finance Office, Department Business Officer and HR Liaison with special projects.

Skills

Computer skills

Organizational skills

Time management

Customer service

Communication skills

Confidentiality

Independence

Proofreading

Data organization

Financial reporting

Team coordination

Flexibility

Weekend/overtime availability

Tools

Excel

Word

Outlook

Job description

About the Department

The UCSD Department of OB/GYN and Reproductive Sciences is composed of 65 faculty and clinical fellows. The department is composed of 6 divisions: Obstetrics and Gynecology, Maternal‑Fetal Medicine, Gynecologic Oncology, Reproductive Endocrinology and Infertility, Hospitalist, and Urogynecologic and Reconstructive Surgery. The department is ranked 3rd nationally in research funding compared to other OB‑GYN Programs. This includes funding from the National Institutes of Health, NSF, CIRM, CDPH and other private institutions.

Responsibilities

• Liaison between clinics and UCSD offices.
• Assist faculty within the OB/GYN, Maternal‑Fetal Medicine, Uro‑Gynecology, Reproductive Endocrinology, and Hospitalist Divisions.
• Coordinate departmental call schedules and maintain faculty Outlook calendars proactively.
• Prepare forms and correspondence pertaining to academic files.
• Assist with preparation of papers/abstracts.
• Assist in grant preparation.
• Work with division physicians and Medical Staff Administration on credentialing files for new and reappointments.
• Respond to requests for Certificates of Insurance.
• Assist with supply ordering, purchase orders, and travel.
• Assist the Fellowship Coordinator with division Fellowship needs including recruitment and daily Fellow schedules and tasks.
• Assist the Business Office Finance Office, Department Business Officer and HR Liaison with special projects.

Minimum Qualifications

• Strong computer skills with working knowledge of PC hardware and various business software packages (Excel spreadsheet, Word, Outlook).
• Strong ability to organize responsibilities and handle a high volume workload with accuracy and efficiency.
• Ability to set priorities, implement courses of action, and meet deadlines; and the ability to establish and adhere to rapidly changing deadlines and priorities.
• Demonstrated customer service standards.
• Strong, demonstrated effective and efficient oral and written communication skills to communicate with all levels of Academic, administrative and staff personnel, as well as the School of Medicine, outside agencies, patients, students, faculty, community physicians, Medical Center and University personnel.
• Ability to cope with pressure and accommodate interruptions.
• Demonstrated ability to cooperate and work well with Faculty, staff, and administration.
• Ability to maintain strict confidentiality and to handle sensitive matters discreetly.
• Skill at quickly and accurately performing basic mathematical procedures, and the ability to prepare accurate financial reports in appropriate formats.
• Demonstrated ability to work independently, exercise good judgment, identify problems, interpret policy and recommend solutions.
• Demonstrated ability to compose and proofread correspondence, reports and forms.
• Skilled at researching, compiling and organizing data and information.
• Experienced in coordinating, directing and delegating workflow of others.
• Available to work occasional weekends or overtime when necessary.

Preferred Qualifications

• Demonstrated working knowledge of the medical reimbursement arena to include IPAs, managed care, government payors, and commercial payors.
• Demonstrated experience in preparing IRB protocols and submissions.
• Knowledge of UCSD Medical Center and University policies and procedures.
• Familiarity with UCSD forms and related procedures and knowledge of School of Medicine patient information systems (PCIS and IDX).
• Experience with credentialing and forms related to UCSD Medical Staff Office.

Administrative Assistant – 133436