Administrative Officer

University of California San Francisco; San Francisco (CA); Hybrid; USD 50,000 - 80,000; Full time

Job summary

Join a forward-thinking academic institution as an Administrative Officer, where you will play a crucial role in managing clinical operations and supporting faculty. This temporary position offers a unique opportunity to engage in diverse administrative tasks, from coordinating schedules to ensuring compliance with clinical documentation standards. You will collaborate with multidisciplinary teams and contribute to the efficiency of healthcare services. Embrace the chance to work in a dynamic environment that values diversity, integrity, and excellence, while making a meaningful impact on healthcare delivery.

Qualifications

• 1+ years of related experience in administrative roles.
• Strong proficiency in APeX and clinical operations management.

Responsibilities

• Manage clinical schedules and coordinate with HR and faculty.
• Conduct audits of clinical billings and ensure accurate documentation.

Skills

MS Office

FileMaker

Qgenda

APeX

Education

Bachelor's degree in related area

Job description

The anticipated duration of this temporary assignment is approximately 3 months.

Involves managing or performing the administrative services or managing the full general operations of an academic or non-academic organization(s). Administrative services include activities in finance and human resources and may also include IT, facilities, or student services. General management activities include long and short range strategic planning in determining the mission and directing all activities of multi-disciplinary departments through subordinate management staff.

Key Responsibilities:
Clinical Operations

• Collaborate with department HR administrative staff and APeX analysts to request or modify physician APeX access.
• Communicate with faculty and administrative staff regarding the operating schedule, assigned cases, and site relocations via email confirmations, page texts, and verbal communication.
• Provide support in maintaining the daily clinical schedule in the APeX assignment board across multiple hospitals.
• Assist in the development and maintenance of faculty schedules, ensuring adequate clinical coverage.
• Handle post-release schedule modifications and notify principals of amendments and modifications.
• Conduct chart reviews, report discrepancies, and update diagnosis and procedure codes to support clinical documentation and maximize reimbursement.
• Perform monthly audits of clinical billings relative to physician productivity.
• Ensure that all faculty members are appropriately documenting clinical work and resolving open clinical records.
• Assist in processing clinical incentive compensation payments and monthly/quarterly physician overtime payments.
• Monitor daily clinical reporting and communicate results for accurate patient care coordination.
• Maintain physician leave time information and reconcile discrepancies.
• Serve as a liaison between academic and clinical groups.

Faculty Support

• Track onboarding and offboarding of faculty and physicians.
• Ensure new faculty is administratively prepared to provide clinical service.
• Ensure separating faculty leave balances are accurate.

IT Systems and Database Management

• Be a proficient user of clinic IT technology systems.
• Train administrative staff on IT systems and applications.
• Provide support in creating and maintaining user profiles in various systems and applications.
• Assist in developing reporting templates and resolving programming errors.

Clinical Domain – Project Management

• Coordinate the Physician Time Study to document clinical efforts and support annual cost reporting.
• Distribute and collect all time studies in collaboration with operational directors and UCSF Medical Center.

The final salary and offer components are subject to additional approvals based on UC policy.

Please note: An offer will take into consideration the experience of the final candidate AND the current salary level of individuals working at UCSF in a similar role. For roles covered by a bargaining unit agreement, there will be specific rules about where a new hire would be placed on the range. To learn more about the benefits of working at UCSF, including total compensation, please visit:

UCSF's Temporary Employment Program (TEP) recruits and hires temporary employees for immediate clerical and technical support services to UCSF Departments and various off-campus locations. UCSF departments deploy temporary employees to work on special projects, fill in for regular employees who are on vacation or leave, or to temporarily fill a vacant position during recruitment. Frequently temporary employees become successful candidates for career and limited appointment positions.

Required Qualifications

• Bachelor's degree in related area and / or equivalent experience / training.
• Minimum 1 year of related experience

Preferred Qualifications

• Proficiency in MS Office applications, FileMaker, Qgenda and Apex

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.

The University of California San Francisco is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information.

Organization

TEP

Job Code and Payroll Title

004263 ADMIN OFCR 2 CX

Job Category

Administrative Support, Temporary Employment

Bargaining Unit

Teamsters Local 2010 - Clerical and Allied Services Unit (CX)

Employee Class

Temporary Employment

Percentage

100%

Location

Campus

Parnassus Heights (SF)

Work Style

Hybrid

Shift

Days

8 Hours

40 hours

Administrative Officer | University of California San Francisco