Administrative Supervisor - Heart & Lung Transplant Office

General Information

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Work Location : Los Angeles, USA Onsite or Remote Fully On-Site Work Schedule Monday-Friday, 8:00am-5:00pm Posted Date 05/28/2025 Salary Range : $32.95 - 67.53 Hourly Employment Type 2 - Staff: Career Duration Indefinate Job # 23851 Primary Duties and Responsibilities

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UCLA Health is seeking a highly organized and compassionate professional to oversee the administrative operations of our Heart Transplant Program. In this vital role, you will manage the end-to-end heart transplant evaluation process and support the Centers financial and administrative practice management.

Key Responsibilities:

• Coordinate the complex heart transplant evaluation process, ensuring a seamless experience for patients and their families.

• Work closely with Transplant Nurses to manage patient communications and guide families through each step of the journey.

• Obtain insurance authorizations and manage timely data entry into the heart transplant database.

• Maintain a registry of referring physicians and serve as a key point of contact for diagnostic updates and evaluation status.

• Triage incoming calls and facilitate clear, timely communication with patients and referring providers.

• Supervise administrative staff, and work-study students, fostering a collaborative and efficient team environment.

Salary Range: $32.95-$65.73/hourly Job Qualifications

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Required:

• Demonstrated interpersonal skills in interacting with persons of various social, cultural, economic, and educational background for the purpose of arranging consultations and hospital admissions
• Oral communication skills sufficient to obtain and relate information clearly and concisely.
• Organizational skills in coordinating varied activities within the hospital and community
• Demonstrated ability to interact in a calm and professional manner with patients and to display patience and diplomacy in dealing with physicians and patients from many diverse backgrounds
• Problem solving skills sufficient to anticipate potential scheduling problems and ability to devise and suggest alternate approaches to dealing with conflicting demands
• Ability to handle several different phone calls at once, coordinate changes in appointments and schedules by doctors and patients on very short notice
• Working knowledge of working with physicians and patients in a large multi-physician group in a front office setting similar to private practice
• Ability to work in a small area with other individuals and in an atmosphere of frequent interruptions
• Skills in recognizing an emergency situation and taking appropriate action
• Working knowledge of the insurance authorization process
• Working knowledge of standard accounting principles to ensure accuracy and integrity of cash collections

Preferred:

• Knowledge of UCLA policies and procedures
• Knowledge of the UCLA Medical Center and various labs
• Knowledge of Transplant database management, Hospital and Scheduling programs
• Knowledge of medical terminology, preferably cardiovascular terminology
• Knowledge of supervisory principles, including training, evaluating performance and recommending disciplinary action if necessary.
• General knowledge of UCLA Work Study hiring guidelines and policies and procedures on timesheet collection and review

As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.