Administrative Assistant, Clinical Services (4722C) 37954 About Berkeley

At the University of California, Berkeley, we are committed to creating a community that fosters equity of experience and opportunity, and ensures that students, faculty, and staff of all backgrounds feel safe, welcome and included. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.

The University of California, Berkeley, is one of the world's leading institutions of higher education, distinguished by its combination of internationally recognized academic and research excellence; the transformative opportunity it provides to a large and diverse student body; its public mission and commitment to equity and social justice; and its roots in the California experience, animated by such values as innovation, questioning the status quo, and respect for the environment and nature. Since its founding in 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world.

We are looking for equity-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community. When you join the team at Berkeley, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, staff, students and community partners. In deciding whether to apply for a position at Berkeley, you are strongly encouraged to consider whether your values align with our Guiding Values and Principles, our Principles of Community, and our Strategic Plan.

Departmental Overview

UC Berkeley's University Health Service (UHS) is a comprehensive college health service providing fully accredited, primary medical care, counseling and psychological services, and innovative health promotion programs for students, faculty, and staff. UHS provides on-campus medical care and coordinates supplemental needs for off-campus care through a network of community specialists and hospitals. UHS manages the student health insurance and workers' compensation insurance programs. The total operating budget is approximately $23 million with another $24 million in health and workers' compensation insurance programs. UHS employs over 350 career, casual, and student staff, represented by seven personnel programs/collective bargaining agreements, and managed by more than 30 supervisors.

The Clinical Services Administration (CSA) division within UHS encompasses a primary, urgent and specialty care clinic providing direct care to UC Berkeley undergraduate and graduate students. The service also includes an Allergy Travel clinic, infection control and contact tracing, as well as a full service clinical laboratory, pharmacy and radiology. The section is directly supervised by the Clinical Services Director and falls under the direction of the Medical Director and the Assistant Vice Chancellor.

The incumbent works in the UHS clinical services hub that houses the Clinical Services Director, the Integration and Implementation Analyst, the Technology Strategist, the Clinical Scheduler,

Application Review Date

The First Review Date for this job is: 7/6/2022

Responsibilities

Clinical Services Administration Office Planning and Coordination

• This position receives direct assignments from clinical services managers. This requires in-depth knowledge of the functions of the UHS and an awareness of the priorities of the department as well as Administration and medical services. The individual must be able to respond and adapt quickly to changing priorities in a variety of situations. Manages CSA office independently, directing inquiries to appropriate manager/unit.
• Triage and manage administrative work requests from Clinical Services Management Team staff.
• Support Clinical Services Scheduling Coordinator with calendaring for manager and meetings for clinical groups; prioritizing and negotiating conflicts appropriately.
• Liaisons with communications team for updates to University Health Services intranet as needed.
• Issues parking passes for visitors.
• Organizes, maintains and refines complex administrative systems.
• Documents, maintains and updates operational workflows and standard work.
• Assists central administration with maintaining content in PowerDMS, the web-based platform used for UHS policies. Trains unit managers and users on how to use PowerDMS.
• Participates in planning for organization wide projects (e.g. accreditation, emergency preparedness, disaster response).
• Manages confidential and sensitive inquiries.
• Provide confidential and sensitive front line support for telephone calls and visitors for the CSA managers.
• Triage complaints, assessing and resolving issues and/or escalating to departmental managers. If a complaint implies a risk management component, alerts Risk Manager and submits a Take Note form.
• As part of an administration team, provides backup support to Clinical Services Administration staff.
• QI and QA support with data collection and report running as assigned i.e. monthly phone reports.
• basic office duties including copying and laminating and email distribution
• Emergency drills- work with appropriate managers to select dates, alert schedulers and managers and block schedules in PnC and bCal. Maintain documentation for AAAHC as requested.
• As needed, in collaboration with Business Operations, assist staff with navigation of forms for reimbursements for outside trainings .
• Phone systems mngmt .

Scheduling support

• Supports template building for Clinical Services Departments.
• Support with schedule development and maintenance.
• Provides back up support to Clinical Services Scheduling Coordinator, covering planned and unplanned absences.

Resource Management

• Collaborates with clinical services administrative staff for preparation, set up and take down of conference rooms for clinical events, special meetings, including set up of audio/visual equipment, Requires minimal flexibility with work hours as needed to support events and meetings.
• Selects and orders food and beverage for clinical staff events and meetings.
• Administrative support for assigned events.

Program and administrative support

• This position provides staff support for Clinical Services meetings and performs tasks related to specific administration projects and assignments.
• Arrange and ensure notification of meetings.
• Manage internal agendas, minutes, mailings and related duties.
• Equipment upkeep, annual calibration schedules as needed through partnership with Business Ops.
• conference room setup and break down for Clinical Services meetings and training.
• Assist in tracking, scheduling, and set up of staff trainings and competency checks.
• Point person, first contact, and go between for clinical departments and Business Operations for all broken equipment or new equipment ordering.
• Admin support for RN and MA supervisors- schedules and ceu tracking, and other needs as assigned.
• Executive assistant to Clinical Services leadership to include managing calendars and rescheduling conflicts, confirming meetings, and assisting with presentations, etc.
• Researching quality improvement and efficiency opportunities as assigned by CSMT.

Position Controls

• The individual in this position works under the direct supervision of the Clinical Services Director. Members of administration, clinical and other administrative units give assignments and projects. Instructions may be minimal, ambiguous or extensive and are dependent upon the complexity and nature of the assignment. The incumbent must be able to perform duties with minimal supervision and manage workload within established deadlines.

Other Duties as Assigned

Required Qualifications

• Excellent interpersonal and communication skills to interact effectively with the public, staff, faculty and students; strong writing, proofing and grammar skills.
• Demonstrated ability to work independently; prioritize work and complete assignments in a timely manner.
• Expert knowledge and experience in the use of computer software applications in a PC/windows environment; Word and Excel required. Access, PowerPoint, and Visio experience preferred.
• Demonstrated accuracy and attention to detail.
• Effective telephone communications skills; telephone reception experience.
• Demonstrated commitment to upholding high standards of customer service.
• Ability to work in a high volume and busy office environment and respond to challenging deadlines.
• Experience handling 'difficult