Ophthalmic Administrative Specialist - 141860

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

Descripción de la vacante

UC San Diego Health’s Ophthalmology department seeks an Ophthalmic Administrative Specialist to lead administrative and clinical support. This role coordinates patient flow, scheduling, pharmacy communications, and VF/ERG/EOG tasks, ensuring efficient clinic operations.

We value extensive knowledge of ophthalmic medications, Epic systems, and strong communication. Flexible, leadership-driven position with opportunities for process improvements within Shiley Eye Institute and affiliated sites.

Formación

• Knowledge of ophthalmic medications and clinical service workflows.
• Excellent interpersonal skills with staff, patients, and public.
• Ability to prioritize, stay composed under high volume conditions.
• Experience with triage forms and clinic scope of services.
• Knowledge of Epic Enterprise and data entry workflows.

Responsabilidades

• Lead ophthalmic administrative and clinical support operations.
• Coordinate patient scheduling, VF operations, and medication workflows.
• Train staff and monitor workflow, productivity, and compliance.
• Communicate with pharmacies, vendors, and departments to ensure clinic continuity.
• Assist with licensed room operations and 340B coordination.

Conocimientos

Ophthalmic administration

Medical records knowledge

Customer service

Scheduling

Pharmacy communications

Epic systems

Herramientas

Epic Enterprise

Premier ordering

VF scheduling

Descripción del empleo

Payroll Title HOSP BLANK AST 3

Department OPHTHALMOLOGY

Hiring Pay Scale $29.15 - $38.46 / Hour

Worksite Shiley Eye Institute

Appointment Type Career

Appointment Percent 100%

Union EX Contract

Total Openings 1

Work Schedule 8 hrs/day, Monday-Friday

#141860 Ophthalmic Administrative Specialist

Filing Deadline Mon 11/2/2026

UC San Diego values and welcomes people from all backgrounds.

UCSD Layoff from Career Appointment: Apply by 10/22/2026 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 Department of Ophthalmology is comprised of 30 faculty physicians and scientists, 10 resident physicians, and 13 (include clinical and research) post-doctoral physicians and scientists and over 150 staff with 6 divisions – Glaucoma, Retina, Cornea & Refractive Surgery, Pediatrics, Ocularplastics, and Neuro-ophthalmology. Clinical services are provided at the Shiley Eye Center, Ratner Eye Center, UCSD Health Sciences (UCSDHS) Hillcrest ambulatory center and the Veterans Administration (VA) Hospital. The Department of Ophthalmology has the largest single outpatient clinic at the University of California, San Diego with over 110,000 visits annually. Additionally, over 5400 surgical cases are performed. The Department of Ophthalmology is rapidly growing and looking to expand its practice at the Shiley Eye Center and in regional satellites, including possible acquisition of existing practices. Under the general supervision of the Ophthalmic Administrative Supervisor, the incumbent serves as the Ophthalmic Administrative Work Lead for the Department of Ophthalmology. Provides day-to-day leadership and operational coordination for ophthalmic administrative and clinical support functions. Serves as a key resource to staff and supervisors by prioritizing and coordinating administrative and patient care requests, facilitating workflow, addressing operational needs, and ensuring timely and effective service delivery. Serves as a designated Work Lead and provides operational backup to Ophthalmic Supervisors in staff scheduling, daily assignments, workflow coordination, and coverage needs. Provides guidance and training to staff on administrative and clinical support processes, monitors workflow and productivity, balances staff assignments, and assists with staff development and training needs. Exercises independent judgment in identifying, troubleshooting, and resolving day-to-day operational issues and recommends workflow improvements to enhance efficiency, productivity, compliance, and patient service. Oversees and/or performs specialized administrative and clinical support functions, including processing walk-ins/add-ons, prescription refill requests, pharmacy communications, and visual field testing needs. Monitors medical and office supply levels and coordinates ordering through the Premier online ordering system. Processes and submits 390 forms for high-value requests and STRATA requests for emergency capital needs. Coordinates equipment repair and maintenance work orders, processes and receives shipments, and communicates with pharmacies, vendors, and other departments to ensure continuity of clinic operations. Coordinates visual field (VF) operations, including creating VF encounters, releasing and processing orders, monitoring VF schedules, identifying patient locations after check-in, and coordinating patient scheduling changes. Maintains responsibility for ERG and EOG scheduling and ensures appointments are accurately scheduled and verified using the Epic Enterprise system. Serves as a resource for staff regarding VF, ERG, and EOG scheduling workflows and related operational requirements. Provides administrative support for medication-related workflows by entering prescription information for provider review and approval, processing refill requests within Epic, and transmitting prescriptions through approved systems. Serves as a primary point of contact for pharmacy-related communications, including initiating and returning calls, coordinating follow-up, and maintaining accurate documentation within the electronic health record. Assists with medication-related administrative inquiries by utilizing reference resources and established procedures, ensuring timely communication and coordination among providers, pharmacies, and patients. Coordinates meetings and training sessions with pharmaceutical representatives, including scheduling dates, times, and locations. Provides timely and professional communication with patients, physicians, clinical staff, pharmacies, vendors, and other stakeholders to facilitate patient care and clinic operations. Assists with addressing and resolving patient and clinician concerns and escalates issues to the appropriate supervisor or provider when necessary. Provides administrative support for licensed room operations by monitoring and documenting inventory levels, refrigerator temperature logs, and supply needs in accordance with established procedures. Coordinates ordering and replenishment requests and maintains required records to support regulatory and departmental compliance. Supports access control processes for licensed rooms consistent with clinic policies and serves as backup administrative support for 340B-related coordination and documentation activities. Licensed Room Lead, ensuring continuity of licensed room operations and inventory processes during the Lead's absence. Acts as a central resource and liaison between Ophthalmic Supervisors, administrative staff, ophthalmic technicians, physicians, clinical faculty, Department Business Office staff, pharmacies, vendors, and other stakeholders. Facilitates communication, coordinates resources, and supports consistent implementation of departmental procedures and workflows. Provides leadership in maintaining organized, efficient, compliant, and patient-centered administrative and clinical support operations. The incumbent is expected to exercise sound judgment, prioritize competing operational needs, coordinate multiple functions simultaneously, and independently identify opportunities to improve workflow and service delivery. The position serves an essential role in supporting the continuity and efficiency of daily ophthalmic operations and provides leadership-level support to the Ophthalmic Supervisors and clinical teams. Performs other duties and responsibilities as assigned in support of the Department of Ophthalmology and the efficient operation of the Shiley Eye Institute.

Minimum Qualifications

• General knowledge about ophthalmic medications, surgical and office services. Knowledge of content and structure of medical records.
• Demonstrated excellent interpersonal skills, including tact, diplomacy and flexibility in order to deal effectively with medical and ancillary staff, patients and general public.
• Ability to set priorities, maintain composure and function efficiently under high volume, multiple demand work conditions.
• Demonstrated experience and knowledge of clinic's scope of services and triage guidelines in order to complete triage forms based on the patient's needs/problems and on the clinic's available medical staff.
• Knowledge of how to accurately complete invoices and ordering forms.
• Knowledge of abbreviations of pharmaceuticals, most common dosage and proper spelling of the medications.
• Demonstrated experience in screening telephone calls and directing callers to appropriate resource or to physician or staff for further screening and disposition.
• Proven ability to maintain confidentiality and knowledge of UCSD policy and procedures regarding release of information.
• Demonstrated knowledge of computer operations with proven data entry skills.
• Demonstrated experience at maintaining an organized work area.
• Working knowledge of clinical systems - Epic Enterprise preferred.

Preferred Qualifications

• Knowledge of the standard pre-test and pre procedure instructions which patients may receive. Distinguishes between instructions which may be provided by the doctors or staff.
• Demonstrated experience and knowledge of current chart order, alpha filing, terms and abbreviations commonly used to describe medical conditions. Skill with setting up and maintaining file system according to established protocol in order to organize and retrieve various forms used in daily clinic operation.
• General knowledge of UCSD Medical Group clinical service and Medical Center services with respect to geographic location, telephone number and type of service provided.

Special Conditions

• Must be able to work various hours and locations based on business needs.
• Employment is subject to a criminal background check and pre-employment physical.
• Performs other duties as assigned.
• Complies with all policies and standards.
• Complies with the University of California, San Diego Health (UCSDH) Principles of Community.
• This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization. Job offer is contingent upon satisfactory clearance based on Background Check results.

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!

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:

• "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