Administrative Assistant III - Sleep Lab

Description

This staff personnel reports to the Sleep Lab Manager and also works under the direction of the Medical Director of the Sleep Disorders Center to provide clerical and administrative assistant support to the UCLA Sleep Disorders Center. Duties include : working in a fast-paced environment with frequent interruptions; answering a large volume of daily telephone calls; triaging and scheduling patient appointments including in some cases completing triage forms and faxing to doctors to complete the referral form; taking telephone messages from patients and doctors for the Medical Director to call back; instructing patients to obtain authorizations from their insurance companies and in some cases calling insurance companies for verification of authorization; performing SMS and ECD computerized billing for procedures; answering questions about the lab; providing parking directions; faxing typed reports to doctors' offices; ordering office supplies on EMPAC for approval by the supervisor; coordinating with Principal Technologist and Medical Director to update patient and staff materials. Assume overall clerical and administrative assistant responsibility for day-to-day coordination of the Sleep Disorders Center. The incumbent will coordinate efforts with Manager, Medical Director and Principal Technologist, and other Sleep Center staff to ensure smooth operation of Sleep Center.

This position will be primarily based in Westwood but requires flexibility to rotate between multiple UCLA Sleep Lab sites, as needed, based on operational needs.

Qualifications

• Ability to work independently to follow through on assignments and projects without supervision.
• Skill in analyzing information, problems, situations, and procedures.
• Skill in working as a team member and collaborating with colleagues.
• Ability to interact effectively and appropriately with all levels of professionals and with staff within the organization.
• Ability to draft original business correspondence and edit materials using correct grammar, punctuation, spelling, and format.
• Excellent oral and verbal communication skills.
• Typing / word processing skills to prepare letters, memos, forms, and reports with speed and accuracy.
• Skill in using a variety of Microsoft programs (e.g., Word, Excel).
• Ability to schedule patient appointments accurately and complete pre-test processing.
• Ability to perform clerical functions for scheduling, triaging, reporting, and billing.
• Skills in using computer for email, scheduling, transcription, and registration.
• Ability to operate all unit equipment (fax, copier, etc.).
• Ability to instruct and train administrative personnel in job duties.