Academic Coordinator - Ophthalmology

The position will support the physicians in the Orbital and Ophthalmic Plastic Surgery Division and will be responsible for the following managerial functions: Understand the academic mission and oversee academic affairs (e.g. residency and fellowship training, scientific meetings, clinical research studies). Maintain Academic Calendar and monitor deadlines for courses, manuscripts, grants, and other applications. Maintain physician academic calendars and monitor for conflicts with clinic and personal calendars.. Provide administrative support in planning of meetings, workshops and other continuing education activities. Maintain curricula vitae and academic promotion files for faculty. Coordinate legal depositions and bill for services. Make travel arrangements for faculty and fellows, prepare and submit travel reimbursements. Oversee selection, operations and accreditation of the Domestic, Cosmetic and International Fellowships. Oversee research activities including IRB maintenance, interfacing with Departmental and University resources. Overseeing Financial Management for the Division, monitoring funds. Assist the Office Manager with monthly billing audit, utilizing the SMS system, and design and implement office billing systems as needed. Develop relationships with key personnel, and act as a liaison between the Plastics division and other departments (e.g. billing office, PSS, operating room, anesthesia, information technology, marketing, academic programs, etc.). Assist with update of the office manual. Answering telephone inquiries and scheduling appointments when needed.

All Required

Demonstrated skill in effectively providing clinical and administrative services in an academic out-patient setting.

Knowledge and skills in decision-making, management systems, leadership styles, fiscal and personnel management, and professional trends.

Ability to work independently, set goals and objectives, and prioritizes work activities.

Expertise in speaking clearly and distinctly, using appropriate vocabulary and grammar, to resolve conflicts, obtain and convey information to individuals, both in person and over the phone.

Demonstrated writing skills to compose logical, comprehensive, and grammatically correct documents.

Detailed knowledge of the structure of the UCLA system. Knowledge of the UCLA Medical Center organizational structure.

Skill in customer service and sales, ability to effectively engage and satisfy difficult patients, ability to model and teach 'concierge level' customer service to staff

Demonstrated knowledge of office procedures including scheduling of surgeries, procedures, and patient billing and maintaining appointment calendar.

Knowledge of principles of ambulatory care administration.

Knowledge of disease processes occurring in-patients with Ophthalmic Plastic problems.

Knowledge of basic principles of accounting and financial management.

Knowledge of billing programs including managed care contracts and related insurers.

Knowledge of current coding systems including ICD-9 and CPT codes for billing.

Knowledge of University staff personnel policies and procedures, affirmative action guidelines, collective bargaining agreements, and employee relations principles.

Preferred

Skill in management of space, equipment and material resources including utilization plans and justifying

acquisitions.

Knowledge of UCLA facilities and materials management policies and procedures and telecommunications policies and procedures.

Skill in use of local area networks, personal computers, printers, and software for word

processing, spreadsheet, electronic medical record, HIS mainframe, and billing programs.

Ability to develop and write procedures manuals and training materials A Required

Knowledge of hospital procedures and Encounter Registration system to obtain patient.

billing and laboratory information.

Expertise in communicating with patients and their families with diplomacy and sensitivity in confidential

situations.

Skill in personnel management including analyzing staffing levels, hiring, interview, delegating, training,

motivating employees to their best effort, evaluating staff effectiveness, providing appropriate and

constructive feedback, conducting performance evaluations.

Knowledge of insurance companies' admission procedures and policies to ensure proper.

preauthorization and billing.

Knowledge of University payroll policies/procedures including guidelines for submitting time sheets accruals for sick, vacation and compensatory time.

Bilingual