Posted Apr 21

Administrative Assistant Ii

Universityof California San Francisco

Admin support



About the role

  • Due to the global pandemic of respiratory illness called Coronavirus Disease 2019 (COVID-19) caused by a novel coronavirus (SARS-CoV-2), the California Department of Public Health (CDPH) is monitoring pregnant women who test positive for SARS-CoV-2 through the end of their pregnancy, including birth outcomes of their infant(s).
  • Collecting existing laboratory and clinical information on these mothers and infants will enable CDPH to characterize the spectrum of health effects associated with SARS-CoV-2 infection during pregnancy to inform clinical guidance, programs, and services.
  • Under the direction of the CBDMP COVID Data Collection Supervisor, the Medical Record Request Specialist will request health records required for the COVID-19 project.
  • The Medical Records Request Specialist will evaluate the completeness of information received and document all calls made and status of receipt of health record information.

Successful candidate will work remotely. 
Please note: This is a 100% one-time hire limited appointment ending on 03/31/2022, not to exceed 18 months, starting from the date of hire.

Department Description
The California Department of Public Health (CDPH) works to protect the public’s health and helps shape positive health outcomes for individuals, families and communities. The California Birth Defects Monitoring Program (CBDMP), a program within CDPH, performs population-based active ascertainment of select congenital and inherited disorders, e.g. major heart defects, oral clefts, neural tube defects, abdominal wall defects, and chromosomal defects. CBDMP maintains a registry of these data which are used to track trends, evaluate potential clusters and support research into associations and causes of birth defects.
  • CBDMP receives funding from the Center for Disease Control and Prevention (CDC) to identify the impacts of emerging health treats to pregnant women and their infants.
  • The current aim is development of a system to perform rapid-ascertainment, enhanced surveillance activities focusing on pregnant women with COVID-19.
  • These data will be used to monitor health outcomes and ultimately to improve the health and care of pregnant women and their infants.

Required Qualifications
  • High school graduation and three years of related administrative experience; or an equivalent combination of education and experience
  • Professional with 3 years of experience in requesting health records from hospitals, medical providers and other sources
  • Minimum 3 of years experience using Microsoft Office products, including Word, Excel, Access, PowerPoint, and Outlook
  • Solid knowledge of administrative procedures including word processing, spreadsheet and database applications
  • Demonstrated ability to utilize and manage Microsoft Excel and Access databases
  • Excellent data entry and typing skills
  • Attention to detail and excellent organizational, written, and excellent communications skills
  • Exceptional customer service, ie active listening and professional phone voice
  • Ability to organize and prioritize a large volume of work and to adapt to changing priorities
  • Ability to travel to Sacramento for meetings twice per year (after COVID travel restrictions)

Preferred Qualifications
  • Associates degree or equivalent
  • Excellent working knowledge of medical terminology
  • Experience with coordinating projects
  • University or college administration experience
  • Certification in Health Information Management

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
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, age, protected veteran or disabled status, or genetic information.
  • Organization Campus
  • Job Code and Payroll Title 004723 BLANK AST 2
  • Employee Class Limited Appt
  • Percentage 100%
  • Appointment End Date 31-Mar-2022
  • Location Remote / Telecommute
  • Shift Days
  • Shift Length 8 Hours
  • Additional Shift Details Monday – Friday, 8:00 am – 5:00 pm
Universityof California San Francisco logo

Administrative Assistant Ii

Universityof California San Francisco

  • On-going project
  • Contract



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