Admin Assistant III

Job Summary

Under general supervision, the incumbent supports the ICAP administration office, and other operational staff as needed. The position's role involves monitoring and coordination of supplies and equipment for infant Child and Adolescent psychiatry (ICAP), Infant parent program (IPP), Intensive Outpatient Services (IOP) and other divisions as needed. This position is at ZSFG, 5 days a week in person role.

Under the supervision of the DA, Administrative Assistant III will manage administrative, operational, clinical and non-clinical aspects of the ICAP. Responsibilities will include patient appointment scheduling, Care Coordination, facility operations, expense reimbursement and invoice review/submissions, PO set-up, database management, client file management, ordering office and medical supplies, filing, IT help desk support.

Additionally, the incumbent is responsible for the triage and coordination of a broad range of operational and clinical support related activities in a fast-paced environment. The role requires the ability to work independently. He/she must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting a large department of diverse people and programs. The ability to interact with faculty and staff (at all levels) sometimes under pressure, remaining flexible, proactive, resourceful, and efficient with a high level of professionalism and confidentiality is crucial to this role.

Expert written and verbal communication skills, strong decision-making ability and attention to detail are equally important. Coordinating with ZSFG Credentialing team, medical records and medical staff offices to gather and maintain documentation is essential.

Covered under University series concept / job specification for classification 4722. Under general direction works on operational and/or procedural assignments that require the exercise of considerable discretion and independent judgment. Understands implications of work and makes recommendations for solutions. Determines methods and procedures on new assignments.

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

Your placement within the salary range is dependent on a number of factors including your work experience and internal equity within this position classification  positions that are represented by a labor union, placement within the salary range will be guided by the rules in the collective bargaining agreement.

The salary range for this position is $29.03 - $41.55 (Hourly Rate).

To learn more about the benefits of working at UCSF, including total compensation, please visit: (Use the "Apply for this Job" box below)..html

Required Qualifications

* Ability to work cooperatively and communicate effectively with others. Ability to work in a high stress, high volume area and work well under pressure and with deadlines. Ability to follow oral and written instructions accurately and be detailed oriented. Able to efficiently prepare written summaries of activities, set priorities and complete reports within required time frames. Knowledge of medical and/or psychiatric terminology.

* Maintain "Access and Excel" software databases. Recognize and correct data irregularities. Set up routine computer procedures and resolve issues. Ability to run reports and present data to medical staff, program director and division administrator

* Excellent communication, interpersonal skills and customer focus

* Regular use of judgment and discretion to solve operational problems where answer is not apparent; select best solution from several "right" answers or no precedent; determines own schedules and work priorities; make suggestions for process improvement; interprets oral and/or written guidelines to solve problems.

* High school graduation/GED and 4 years of related experience or an equivalent combination

* Experience with simple accounting to include updating reconciliations and reviewing invoices.

* Able to lift 50lbs and climb stairs

* Work independently with limited supervision, responsible for several complete administrative processes.

* A preliminary job offer and assignment may be extended pending successful background clearance.

* Ability to work with clients and program staff from diverse cultural and social class backgrounds

* Strong organizational and planning skills in a fast-paced environment

* Hands-on experience with office equipment

* A creative mind with an ability to suggest improvements

Preferred Qualifications

* Bilingual In Spanish

* Microsoft office Experience

* Epic APM experience