Clinic Coordinator/Administrative Assistant - 142055

UC San Diego/UC San Diego Health; San Diego (CA); Presencial; USD 40.000 - 53.000; Jornada completa

Descripción de la vacante

University of California San Diego Health seeks a Clinic Coordinator/Administrative Assistant to support the Counseling & Psychological Services and SHW operations on the UCSD campus. You will greet patients, manage front desk tasks, and assist with scheduling for 70+ clinicians in a high-volume setting.

The role requires strong organizational skills, confidentiality, and proficiency with EPIC and MS Office. Hours are Days, 8-Hour Shifts, Monday-Friday, with a 100% appointment percent.

Formación

• Three (3) years related experience working in a front office mental health outpatient facility and knowledge of medical, mental health, and insurance terminology.
• Demonstrated knowledge of third party payors including federal, state, and private health plans.
• Must be able to empathically assist patients with psychological and psychiatric conditions, in emotional distress and crisis, as well as concerned family members and the campus community.
• Experience and knowledge of EPIC or similar appointment scheduling system, work queues, provider schedule template management, InBasket management, Smartphrases and other EHR tools.
• Proven customer service professionalism delivered in a high volume, multi-phone line and front desk healthcare environment, including sensitivity to support a culturally diverse population.
• Demonstrated ability to work independently, assume responsibility for, and professionally handle evolving situations which may be of a crisis nature in a supportive manner.
• Organizational ability to work under pressure calmly and efficiently, coping with variable workloads, and keep track of many diverse activities, requests, and directions simultaneously and with an attention to detail.
• Excellent interpersonal, oral and written communication skills, including diplomacy, tact, and flexibility. Proven ability to interact with all organizational levels and to communicate effectively and professionally both in person and via phone.
• Advanced skill level in MS software application including Word and Excel.
• Experience with editing and proofreading documents, as well as writing clear, accurate correspondence, meeting minutes, and/or reports.
• Excellent knowledge of English grammar, spelling, punctuation and sentence structure/formats, demonstrated skill in composing correspondence.
• Fast, accurate typing skills.
• Familiarity with procedure coding for clinical and billing responsibilities (CPT codes and/or ICD-9).
• Ability to maintain strict confidentiality of patient information and documentation. Knowledge and skill in HIPAA compliance.
• Excellent attendance and punctuality.
• Ability to work collaboratively to promote positive outcomes in a team environment. Ability to uphold and maintain UC Principles of Community.
• Ability to complete Mental Health First Aid training.
• Adhere to UCSD Health Medical Center Standards of Performance and the UCSD Principles of Community.
• Submit incident reports to report near-misses and process problems as required.

Responsabilidades

• Provide front office and scheduling support for CAPS and College Mental Health teams.
• Coordinate appointments, intakes, and patient check-in/out.
• Assist with crisis screening, referrals, and e-checkin processes.
• Maintain confidentiality and document minutes and correspondence.

Conocimientos

Front desk experience

Customer service

Crisis support

HIPAA compliance

Herramientas

EPIC

InBasket

Smartphrases

MS Word

MS Excel

Descripción del empleo

Payroll Title: HOSP BLANK AST 3

Department: COUNSELING & PSYCH SERV

Hiring Pay Scale: $29.15 - $38.46 / Hour

Worksite: Campus

Appointment Type: Career

Appointment Percent: 100%

Union: EX Contract

Total Openings: 1

Work Schedule: Days, 8-Hour Shifts, Monday-Friday

#142055 Clinic Coordinator/Administrative Assistant

Filing Deadline: Tue 11/17/2026

UCSD Layoff from Career Appointment: Apply by 11/6/2026 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Reassignment Applicants: Eligible Reassignment clients should contact their Disability Counselor for assistance.

DESCRIPTION

The mission of the Student Health & Well-Being (SHW) cluster is to promote a culture of health and well‑being for the student community, deliver equitable high quality innovative services, incorporate inclusive approaches, and celebrate diversity, with the goal of adoption and maintenance of healthy behaviors contributing to the academic success and personal development of all students.

The UC San Diego SHW cluster, which reports through UC San Diego Health System, plays a leadership role in creating a strong and active wellness culture that enables all students to flourish in body, mind and spirit. This includes promotion and the transformation of existing departments, under the oversight of the Executive Director, into a cohesive, trans-disciplinary source of integrated wellness services. The SHW cluster includes the departments of Student Health Services (SHS); Health Promotion Services (HPS); Counseling and Psychological Services (CAPS); Assessment and Analytics (SHAA), Strategic Planning, Innovation and Research (SPIR); and SHW Administration (ADM).

CAPS delivers campus-based mental health services to registered UC San Diego undergraduate, graduate, and professional school students. CAPS' multicultural, multidisciplinary, and student-centered staff strives to deliver trauma informed, culturally proficient counseling and psychiatric services, psycho-educational preventive outreach and early intervention programming, consultation, research, and training opportunities. CAPS is accredited by the International Accreditation of Counseling Services (IACS) and the Post-doctoral Resident Training Program is affiliated with the Association of Psychology Postdoctoral and Internship Center (APPIC). CAPS is fully committed to self-examination, peer review, and quality improvement through the utilization of metrics, data, clinical outcomes, client experience measurements and feedback.

Under the general supervision of CAPS Clinical Operations Supervisor, incumbent supports clinical operations in Counseling and Psychological services and College Mental Health (Dept of Psychiatry). As part of a team, the incumbent is based at Triton Health and Wellness Building on the UC San Diego campus and will provide front office, scheduling, crisis support and administrative assistance to a team of 70+ clinicians and managers, in a high-volume University Counseling Center, and Psychiatry department. Responsible for high-level administrative support and clinical coordination.

Coordinates all aspects of clinical care, and may include aspects of teaching, research, and business development programs. Greets and assists patients in a warm and empathic manner and maintains knowledge of complex clinic operations to best assist students navigating mental health resources available to UC San Diego students. The incumbent must be compassionate, highly motivated, possess critical thinking skills, and technologically advanced to assist with troubleshooting any barriers to care including e-checkin, pre-visit questionnaires, patient education, mental health crisis screening and support, service eligibility restrictions, mediating patient complaints, and the use of de-escalation tools to efficiently and empathetically reach conflict resolution and connect patients to the appropriate resource while optimizing clinic workflows. Responsible for coordinating and executing projects, independently composing correspondence, managing and maintaining complex appointment calendars and schedules meetings and appointments. Primary responsibility for scheduling and updating Group Therapy appointments.

Clinic support includes phone and in person verification of visit history, patient enrollment, service eligibility, registration and insurance eligibility; processes and troubleshoots external referral renewals and authorization letters on the basis of need, urgency, and presenting concerns, schedules appointments for CAPS on the basis of need, urgency, and presenting concerns, and Intakes for students referred to College Mental Health (Dept of Psychiatry), manages CAPS cancellations following protocols. Coordinates authorizations for appointments and helps ensure payment/reimbursement. Follows screening protocol and monitors emotional state of patients, uses judgment through a risk management lens to determine when to escalation; utilizes a multi-line telephone system; handles all internal messages promptly, while maintaining utmost patient confidentiality. Monitors InBasket Pools and replies, redirects and creates entries in Epic Electronic Medical System as appropriate.

Compiles agendas, takes minutes in meetings and prepares and distributes minutes. Performs a variety of other clinic administrative duties support, including daily operational check of clinic equipment and reporting issues, patient check-in and check-out, copayment and e-signature collection, authorization and referral work queue management, patient message distribution, etc.

MINIMUM QUALIFICATIONS

• Three (3) years related experience working in a front office mental health outpatient facility and knowledge of medical, mental health, and insurance terminology.
• Demonstrated knowledge of third party payors including federal, state, and private health plans.
• Must be able to empathically assist patients with psychological and psychiatric conditions, in emotional distress and crisis, as well as concerned family members and the campus community. Ability to comfortably navigate sensitive patient encounters which may involve involuntary hospital transports, and/or supporting coordination with law enforcement (UCSD Police).
• Experience and knowledge of EPIC or similar appointment scheduling system, work queues, provider schedule template management, InBasket management, Smartphrases and other EHR tools.
• Proven customer service professionalism delivered in a high volume, multi-phone line and front desk healthcare environment, including sensitivity to support a culturally diverse population.
• Demonstrated ability to work independently, assume responsibility for, and professionally handle evolving situations which may be of a crisis nature in a supportive manner.
• Organizational ability to work under pressure calmly and efficiently, coping with variable workloads, and keep track of many diverse activities, requests, and directions simultaneously and with an attention to detail.
• Excellent interpersonal, oral and written communication skills, including diplomacy, tact, and flexibility. Proven ability to interact with all organizational levels and to communicate effectively and professionally both in person and via phone.
• Advanced skill level in MS software application including Word and Excel.
• Experience with editing and proofreading documents, as well as writing clear, accurate correspondence, meeting minutes, and/or reports.
• Excellent knowledge of English grammar, spelling, punctuation and sentence structure/formats, demonstrated skill in composing correspondence.
• Fast, accurate typing skills.
• Familiarity with procedure coding for clinical and billing responsibilities (CPT codes and/or ICD-9).
• Ability to maintain strict confidentiality of patient information and documentation. Ability to maintain confidentiality of administrative and personnel matters. Knowledge and skill in working with HIPAA requirements. Ability to use discretion, maintain utmost confidentiality and comply with all requirements in use of computer systems and access to any and all patient, student, employee and University data, in electronic and hard copy formats, in compliance with University, state and federal guidelines, including, but not limited to Health Insurance Portability and Accountability Act (HIPAA) and Family Educational Rights and Privacy Act (FERPA).
• Excellent attendance and punctuality.
• Ability to work collaboratively to promote positive outcomes in a team environment. Ability to uphold and maintain UC Principles of Community.
• Ability to complete Mental Health First Aid training.
• At all times adhere to UCSD Health Medical Center (C.A.R.I.N.G.) Standards of Performance, and demonstrate the characteristics of professionalism in attire, attitude, conversation, behavior and attentiveness to others. Uphold the UCSD Principles of Community and promote a positive and collaborative team environment. Ability to adhere to and practice the mandatory University Core Values & Safety Standards of performance.
• As appropriate, submit incident reports to report near-misses, process problems or patient or employee injury events. Attend required training and refreshers for use and proper steps to follow.

PREFERRED QUALIFICATIONS

• Knowledge and understanding of UCSD and Medical Center policies and procedures.
• University Counseling Center experience.

SPECIAL CONDITIONS

• Job offer is contingent upon satisfactory clearance based on Background Check results.
• Pre-employment physical, TB, and health clearance is required, plus annual vaccinations per COEM requirements.
• Must be able to work various hours and locations based on business needs.
• Ability to telecommute for work, if/when needed and operationally feasible, as determined by department.
• Occasional evenings and weekends may be required.

Pay Transparency Act

Annual Full Pay Range: $60,865 - $80,304 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $29.15 - $38.46

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).

If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

If applicable, life-support certifications (BLS, NRP, ACLS, etc.) must include hands-on practice and in-person skills assessment; online-only certification is not acceptable.

UC San Diego Health is the only academic health system in the San Diego region, providing leading-edge care in patient care, biomedical research, education, and community service. Our facilities include two university hospitals, a National Cancer Institute-designated Comprehensive Cancer Center, Shiley Eye Institute, Sulpizio Cardiovascular Center, the only Burn Center in the county, and dozens of outpatient clinics. We invite you to join our team!

Applications/Resumes are accepted for current job openings only. For full consideration on any job, applications must be received prior to the initial closing date. If a job has an extended deadline, applications/resumes will be considered during the extension period; however, a job may be filled before the extended date is reached.

To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community.

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.

For the University of California’s Anti-Discrimination Policy, please visit https://policy.ucop.edu/doc/1001004/Anti-Discrimination

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.

UC San Diego Health maintains a marijuana and drug free environment. Employees may be subject to drug screening.

Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts an offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; or have filed an appeal of a finding of substantiated misconduct with a previous employer.

a. "Misconduct" means any violation of the policies governing employee conduct at the applicant’s previous place of employment, including, but not limited to, violations of policies prohibiting sexual harassment, sexual assault, or other forms of harassment, or discrimination, as defined by the employer. For reference, below are UC’s policies addressing some forms of misconduct:

• UC Sexual Violence and Sexual Harassment Policy
• UC Anti-Discrimination Policy
• Abusive Conduct in the Workplace