Ambulatory Care Administration Coordinator

TEP-Health Employees

Temporary Employment

87795BR

Job Summary

Under direct supervision and guided by Ambulatory Services procedures, the Ambulatory Administrative Coordinator manages clinical and operational coordination for the Cochlear Implant Program, Balance and Falls Center, and Otology practice. This role serves as the central administrative and patient coordination resource, supporting scheduling, revenue cycle processes, patient experience, compliance, operational analysis, and program growth initiatives.

The incumbent oversees daily operations, manages patient databases and reporting, supports marketing and referral analysis, coordinates complex surgical scheduling, resolves billing and operational issues, and collaborates with internal and external partners to ensure high-quality patient care and efficient clinic workflow. This position also provides leadership support to the Practice Coordinator team and assists with staff training, workflow distribution, and operational coverage.

Key Responsibilities

Clinical Coordination & Patient Access

• Coordinates patient scheduling, registration, referrals, authorizations, and care planning.

• Supports complex surgical and diagnostic scheduling across multiple departments.

• Maintains compliance with UCSF policies, confidentiality standards, and revenue cycle requirements.

• Monitors work queues, resolves patient concerns, and supports timely access to care.

• Serves as a primary point of contact to ensure a coordinated patient experience.

Operational & Program Management

• Oversees daily clinic operations, including database management, reporting, inventory, and financial workflows.

• Analyzes referral and operational trends to support marketing and program growth strategies.

• Resolves billing and operational issues and ensures accurate documentation and payment processes.

• Coordinates weekly provider meetings and supports cross-department collaboration.

Leadership & Team Support

• Provides guidance, training, and workflow support to Practice Coordinator staff.

• Assists with staff onboarding, coverage planning, and performance feedback.

• Leads or participates in process improvement and LEAN initiatives to improve efficiency and standardize workflows.

• Addresses patient service concerns and supports service recovery efforts

Work Environment & Expectations

The incumbent must effectively prioritize multiple tasks, demonstrate strong customer service and communication skills, and work collaboratively with patients, staff, and providers in a complex healthcare environment. A high level of independence, initiative, diplomacy, and professionalism is required.

The final salary and offer components are subject to additional approvals based on UC policy.

To see the salary range for this position (we recommend that you make a note of the job code and use that to look up): TCS Non-Academic Titles Search (https://tcs.ucop.edu/non-academic-titles)

Please note: An offer will take into consideration the experience of the final candidate AND the current salary level of individuals working at UCSF in a similar role.

For roles covered by a bargaining unit agreement, there will be specific rules about where a new hire would be placed on the range.

To learn more about the benefits of working at UCSF, including total compensation, please visit: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html

Department Description

Otolaryngology/Head and Neck Surgery service offers a broad scope of outpatient and inpatient services for the diagnosis and surgical management of ear, nose, and throat problems; head and neck surgery; and plastic and reconstructive surgery of the face.

Specialty programs include Otology and Neurotology, Cochlear Implant Center, Head and Neck Surgery, Rhinology and Endoscopic Sinus Surgery, Pediatric Otolaryngology, Endocrine (Thyroid and Parathyroid) Surgery, Skull Base Surgery, Facial Plastic surgery, Laryngology, General Otolaryngology, Sleep Surgery, Voice and Swallowing Disorders and Audiology

Required Qualifications

• Bachelor's degree in a related field and/or equivalent experience or training.

• Working knowledge of Patient Rights & Responsibilities, Joint Commission standards, and Centers for Medicare & Medicaid regulations.

• Knowledge of medical terminology, data collection, compilation, and analytical techniques.

• Strong understanding of practice operations, patient scheduling systems, medical and insurance terminology, information systems, patient service standards, regulatory requirements, and best practices.

• Strong analytical and critical thinking skills, with the ability to assess issues, determine appropriate interventions, and implement effective solutions.

• Excellent interpersonal skills to collaborate effectively with all levels of management, staff, consultants, and external partners.

• Ability to assess and address patient grievances and identify appropriate resources for resolution; working knowledge of organizational structure and escalation pathways.

• Strong customer service skills with a professional, diplomatic approach; highly organized with the ability to remain calm under pressure and exercise sound judgment.

• Ability to work independently in a fast-paced, high-demand environment with minimal supervision and manage multiple priorities, including high daily call volumes.

• Strong verbal and written communication skills.

• Proficiency in Windows-based applications, including Microsoft Word, Excel, and Outlook; familiarity with systems and software used in the functional area.

Preferred Qualifications

• Prior experience with Epic EMR strongly preferred.

• 2-3 years of experience in Otolaryngology - Head and Neck Surgery.

About UCSF

The University of California, San Francisco (UCSF) is a leading university dedicated to promoting health worldwide through advanced biomedical research, graduate-level education in the life sciences and health professions, and excellence in patient care. It is the only campus in the 10-campus UC system dedicated exclusively to the health sciences. We bring together the world's leading experts in nearly every area of health. We are home to five Nobel laureates who have advanced the understanding of cancer, neurodegenerative diseases, aging and stem cells.

Pride Values

UCSF is a diverse community made of people with many skills and talents. We seek candidates whose work experience or community service has prepared them to contribute to our commitment to professionalism, respect, integrity, diversity and excellence - also known as our PRIDE values.

In addition to our PRIDE values, UCSF is committed to equity - both in how we deliver care as well as our workforce. We are committed to building a broadly diverse community, nurturing a culture that is welcoming and supportive, and engaging diverse ideas for the provision of culturally competent education, discovery, and patient care. Additional information about UCSF is available at diversity.ucsf.edu

Join us to find a rewarding career contributing to improving healthcare worldwide.

Equal Employment Opportunity

The University of California San Francisco is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

For the University of California's Affirmative Action Policy, please visit: https://policy.ucop.edu/doc/4010393/ppsm-20

For the University of California's Anti Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

Organization

TEP

Job Code and Payroll Title

004477 AMBUL CARE ADMSTN CRD 2 CX

Job Category

Administrative Support, Allied Health, Professional (Non-Clinical), Professional and Managerial, Temporary Employment

Bargaining Unit

Teamsters Local 2010 - Clerical and Allied Services Unit (CX)

Employee Class

Temporary Employment

Percentage

100%

Location

San Francisco, CA

Campus

Mount Zion (SF)

Work Style

Fully On-Site

Shift

Days

Shift Length

8 Hours