Administrative Assistant III - Sleep Lab, North Hollywood

University of California; Los Angeles (CA); On-site; USD 44,000 - 63,000; Full time

Job summary

The UCLA Sleep Disorders Center is seeking an Administrative Assistant III to provide clerical and administrative support under the Sleep Lab Supervisor and Medical Director. The role involves handling a high volume of calls, triaging patient appointments, and assisting with insurance authorizations and billing.

Based primarily in North Hollywood, the position will rotate between UCLA Sleep Lab sites as needed to meet operational demands, contributing to daily coordination with managers,

Qualifications

• Ability to work independently and follow through on assignments.
• Strong communication skills with patients and staff.
• Ability to triage and schedule appointments efficiently.
• Experience handling insurance authorizations or capacity to learn portal-based verification.
• Proficiency with MS Office and basic clerical tasks.

Responsibilities

• Answer a high volume of daily telephone calls.
• Triaged and scheduled patient appointments.
• Assist with obtaining insurance authorizations.
• Process basic billing and registration tasks.
• Coordinate with supervisors and staff for smooth operations.
• Prepare letters, memos, and reports with accuracy.

Skills

Excellent communication

Independent work

Team player

Problem solving

Customer service

Tools

Microsoft Word

Microsoft Excel

Phone systems

Job description

Description

The Administrative Assistant III will report to the Sleep Lab Supervisor and will work under the direction of the Medical Director of the Sleep Disorders Center. You will provide clerical and administrative assistance to support the UCLA Sleep Disorders Center. Duties include but are not limited to: working in a fast-paced environment with frequent interruptions; answering a large volume of daily telephone calls; triaging and scheduling patient appointments; taking telephone messages from patients and doctors; assisting with obtaining authorizations from insurance companies via phone or web portal; performing SMS and ECD computerized billing for procedures; answering questions about the lab; providing parking directions; ordering office supplies on Workday for approval by the supervisor; coordinating with Principal Technologist and Medical Director to update patient and staff materials. You will assume overall clerical and administrative assistant responsibilities for day-to-day coordination of the Sleep Disorders Center. You will be expected to coordinate efforts with manager, supervisors, medical director, principal technologists, and other sleep center staff to ensure smooth operations.

This position will be primarily based in North Hollywood, but requires flexibility to rotate between multiple UCLA Sleep Lab sites as needed, based on operational needs.

Salary Range: $31.88 - $45.66/Hourly

Qualifications

Job Requirements:

• Ability to work independently to follow through on assignments and projects without supervision.
• Knowledge of insurance authorizations; ability to submit for verification of authorizations through insurance portals or via phone
• Skill in analyzing information, problems, situations, and procedures.
• Skill in working as a team member and collaborating with colleagues.
• Ability to interact effectively and appropriately with all levels of professionals and with staff within the organization.
• Ability to draft original business correspondence and edit materials using correct grammar, punctuation, spelling, and format.
• Excellent oral and verbal communication skills.
• Typing/word processing skills to prepare letters, memos, forms, and reports with speed and accuracy.
• Skill in using a variety of Microsoft programs (e.g., Word, Excel).
• Ability to schedule patient appointments accurately and complete pre-test processing.
• Ability to perform clerical functions for scheduling, triaging, reporting, and billing.
• Skills in using a computer for email, scheduling, transcription, and registration.
• Ability to operate all unit equipment (fax, copier, etc.).
• Ability to instruct and train administrative personnel in job duties.