Administrative Assistant II, Float - OBGYN (Santa Monica)

General Information

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Work Location: Santa Monica, CA, USA Onsite or Remote Fully On-Site Work Schedule Monday - Friday: 7:30am - 4:30pm, hours may vary Posted Date 07/14/2025 Salary Range: $26.42 - 37.49 Hourly Employment Type 2 - Staff: Career Duration Indefinite Job # 25630

Primary Duties and Responsibilities

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As an Administrative Assistant II floater for the Department of OBGYN, responsibilities include answering, screening and responding to patient phone calls, scheduling clinic appointments, confirming clinic appointments, assisting patients with scheduling diagnostic tests, preparing charts and documents for clinic visits, filing, assisting with obtaining insurance pre-certifications and referral authorizations, process requests for medical records, process medication refill requests, and assist with processing disability and return-to-work forms for patients. The AA II will travel and work at other UCLA OBGYN clinics throughout the community as assigned by the supervisor for coverage. Work is assigned and reviewed on an as needed basis.  This position works independently, receiving general direction from Supervisor (MSO), Clinical Director, COO and/ or faculty.

Salary Range: $26.42 - $37.49 Hourly

Job Qualifications

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Required:

·        Demonstrated basic knowledge of physician office policies and procedures

·        Demonstrated computer skills including word-processing, use of spreadsheets and data entry

·        Ability to communicate effectively with medical, nursing and administrative personnel, regulatory agencies and study sponsors.

·        Skill and experience in operating office machines including hospital based computer systems

·        Skill and experience in composing clear and understandable written memos and reports using correct grammar

·        Skill in prioritizing assignments to complete work in a timely and accurate manner

·        Skill in communicating with patients, families and referring physicians with diplomacy

·        Knowledge of basic medical terminology.

·        Superior typing skills to prepare correspondence, reports and other written materials with speed and accuracy

·        Skill in prioritizing assignments to complete work in a timely manner when there are changes in workload and assignments, pressures of deadlines, and/or a heavy workload.

·        Ability to work flexible hours and travel to department clinics, as assigned.

Preferred:

·        Familiarity with physician office billing procedures

·        Knowledge of University’s Electronic Health Record System

·        Knowledge of UCLA School of Medicine and hospital nursing processes

·        Fluent in Spanish

·        Bachelor’s Degree