Administrative Assistant III - Sleep Lab

This staff personnel reports to the Sleep Lab Manager and Supervisor to provide clerical and administrative assistant support to the UCLA Sleep Disorders Center DME business. 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 for the technologist and manager to call back; obtaining benefit and eligibility information and authorizations from insurance companies; performing billing procedures for patient visits; answering questions about the lab; providing parking directions; ordering office supplies on EMPAC for approval by the supervisor; coordinating with DME Technologist to update patient and staff materials. Assume overall clerical and administrative assistant responsibility for day-to-day coordination of the Sleep Disorders Center DME. The incumbent will coordinate efforts with Manager and Supervisor, DME Technologist, and other Sleep Center staff to ensure smooth operation of Sleep Center DME. Assist with cross-covering administrative assistants and providing other administrative support to the department as requested or as needed.

This person works under the direct supervision of the Manager and Supervisor, and will work closely with the DME Technologist and will perform tasks necessary to the day-to-day administration of the Sleep Lab DME. The incumbent will coordinate efforts for day-to-day functioning with the DME Technologist of the UCLA Sleep Lab DME. Work independently and as team member to ensure smooth functioning of Sleep Lab DME and ensure that work is prioritized so that tasks are completed.

• Skill in setting priorities and organizing workload, information, and people in such a way that accurately reflects the relative importance of job responsibilities in order to complete work in a timely manner accounting for deadlines, completing projects and a heavy workload.
• Ability to work independently to follow through on assignments and projects without supervision. Ability to work with frequent interruptions and changing priorities.
• Skill in analyzing information, problems, situations, and procedures to a) define the problem or objective, b) identify problem solving possibilities, c) determine the best course of action, and d) implement as necessary. Ability to take action when answers to a problem are not readily available.
• Ability to establish and maintain cooperative working relationships with colleagues, faculty, staff, and patients.
• Ability to draft original business correspondence (e.g., memos and letters) and edit materials using correct grammar, punctuation, spelling, and format without any notes or guidelines for reference.
• Excellent oral communication skills to transmit and obtain information using appropriate vocabulary and grammar, including the ability to handle incoming telephone calls effectively, triage patient problems to appropriate physicians, and provide information about programs and services.
• Skill in using a variety of Microsoft programs (e.g., Word, Excel) to update materials, reports, and documentation.
• Ability to process all aspects of reports (typing/transcribing, proofing/editing, uploading, distribution, and filing).
• Ability to schedule appointments accurately following established policies and procedures and to complete pre-processing activities in a timely and accurate manner (e.g., providing information, confirming appointments, processing referrals and authorizations).
• Ability to perform clerical functions related to scheduling, triaging, reporting, and billing and to coordinate with staff.
• Skills in using computer systems for email, scheduling, report transcription and retrieval, and data entry/registration.
• Ability to instruct and train administrative personnel in job duties following standard policies and procedures.
• Experience working with Durable Medical Equipment (DME) and related processes preferred.