Administrative Assistant - Orthopaedic Surgery Clinic - Full Time 8 Hour Days (Non-Exempt) (Union)

University of Southern California; Los Angeles (CA); On-site; USD 33,000 - 56,000; Full time

Job summary

University of Southern California is seeking an Administrative Assistant to provide administrative and secretarial support for the Doctor and clinic. The role includes scheduling outpatient clinic appointments, coordinating calendars, and facilitating communication with referring physicians.

The position requires a high school diploma or equivalent and 24–36 months of administrative/medical office experience, with strong English communication and organizational skills.

Qualifications

• High school diploma or equivalent.
• 24 - 36 months Administrative/office experience in a medical/clinical setting
• Professional English verbal and written communication skills
• Must have strong organization skills
• Computer literacy in word processing, spreadsheets, etc.

Responsibilities

• Provides administrative/secretarial support for the Doctor in the Department/Unit.
• Assists with scheduling outpatient clinic, patient appointments and follow up.
• Coordinate calendars and priorities, organizing an efficient case flow of the clinic's scheduling.
• Act as liaison between clinic and referring physicians; coordinate with insurance carriers for authorizations.
• Draft and transcribe letters; greet patients; protect confidentiality; prepare charts for clinic and tumor board if applicable.

Skills

English communication

Organization skills

Computer literacy

Education

High school diploma or equivalent

Tools

Cerner

PBAR

IDX

Scheduling software

Job description

The Administrative Assistant for the department will provides administrative/secretarial support for the Doctor, including but not limited to assisting with all aspects of patient care, scheduling and coordinating the outpatient clinic, patient appointments and follow up. This individual will also assist with office and clerical duties, such as the scheduling of follow up appointments for post-surgical patient care, and organizing an efficient case flow of the clinic's scheduling. This person will also assist the multidisciplinary team in managing the care of patients through all phases of in-take and evaluations listed by acting as a liaison between the clinic and the referring physicians. Additionally, this person will also coordinate calendars and priorities throughout the day as well as independent and collaborative projects as needed.

Departmental Specific Summary Essential Duties

Provides administrative/secretarial support for the Doctor in the Department/Unit. Assists with all aspects of patient care, scheduling and coordinating the outpatient clinic, patient appointments and follow up. Assist with office and clerical duties, such as the scheduling of follow up appointments for post surgical patient care, and organizing an efficient case flow of the clinic's scheduling. Assist the multidisciplinary team in managing the care of patients through all phases of in-take and evaluations listed by acting as a liaison between the clinic and the referring physicians. Coordinate with insurance carriers and medical groups to obtain treatment authorizations for office visits. Draft and transcribe various letters. Greets patients in a courteous and professional manner. Adheres to protect patient confidentiality. Process new referrals in a timely manner; this includes obtaining required outside medical records, entering demographic information into computer system and PBAR, provides medical records to physician / multidisciplinary team for review, provides insurance information to financial counselor for patient to be financially cleared, and schedule patient in clinic. Schedules patient's evaluation in a timely manner while accommodating patient's needs. This includes but no limited to: laboratories, diagnostic testing and consultations as needed. Schedules patient mandatory teaching classes. Understands the procedures for scheduling patients, and gives proper patient instructions. Notifies patient of upcoming appointments in a timely manner. Arranges patient clinic appointments as requested by the physician. Communicates all changes with patient and case information to all involved personnel. Demonstrates accuracy and thoroughness in entering information into computer systems (Cerner, PBAR). Works with various hospital personnel to resolve issues and accommodate patient. Preps charts for clinic, selection committee, and tumor board (if applicable). Assists in clinic with clerical and scheduling needs. Assist in translation as needed (if applicable). Provides phone coverage as needed. Demonstrates flexibility in covering other staff members for sick time, vacation, or leave of absence. Ability to work independently and in a team setting to accomplish duties in a timely manner. Knowledge of proper chart format. Performs other duties as assigned.

Required Qualifications:

• High school or equivalent
• 24 - 36 months Administrative/office experience in a medical/clinical setting
• Demonstrates professional English verbal and written communication skills
• Must have strong organization skills
• Computer literacy in word processing, spreadsheets, etc.

Preferred Qualifications:

• Specialized/technical training Formal secretarial training or equivalent education
• Experience in Acute care or ambulatory care setting
• Knowledge of medical terminology highly
• Familiarity with word processing, IDX, Cerner, PBAR and scheduling software
• Basic Life Support (BLS) Healthcare Provider from American Heart Association

Required Licenses/Certifications:

• Fire Life Safety Training (LA City) If no card upon hire, one must be obtained within 30 days of hire and maintained by renewal before expiration date (Required within LA City only)

USC Care Medical Group serves as the sole physician entity reporting to the USC Health System, uniting faculty clinical practice under Keck Medicine of USC. This entity oversees clinical governance, physician and ambulatory services, and core enterprise functions including billing, contracting, and financial operations. The organization encompasses 17 clinical departments, with approximately 1,500 physicians and 2,000 staff delivering care across more than 80 locations from Kern County to Orange County and into Las Vegas. USC Care Medical Group is the engine for patient-centered growth—advancing quality, safety, access, and financial strength through integrated, system-level thinking that transcends silos and traditional models. By building bridges across the enterprise, embracing innovation, and leveraging technology, we deliver seamless, 5-Star access and service while expanding clinical reach and diversified models of care. Our work fuels a sustainable cycle of good health—organizationally, financially, and within the communities we serve—driving continued growth from within and beyond the system’s boundaries.

The hourly rate range for this position is $23.92 - $40.66.

When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate’s work experience, education/training, key skills, internal peer equity, federal, state, and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.

USC 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, protected veteran status, disability, or any other characteristic protected by law or USC policy. USC observes affirmative action obligations consistent with state and federal law. USC will consider for employment all qualified applicants with criminal records in a manner consistent with applicable laws and regulations, including the Los Angeles County Fair Chance Ordinance for employers and the Fair Chance Initiative for Hiring Ordinance, and with due consideration for patient and student safety.

We provide reasonable accommodations to applicants and employees with disabilities.

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