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Executive Assistant: Privacy Office
Ref No.: 18-07044
Location: San Francisco, California
Privacy Office coordinates and oversee the Health and Campus Privacy Compliance Program for the Health Hospitals (including Clinics and Physicians), Benioff Children's Hospital in San Francisco and Oakland, Benioff Children's Physicians Group, Langley Porter Psychiatric Hospitals and Clinics, School of Medicine Faculty Practice, Schools (Medicine, Nursing, Dentistry, Pharmacy), Student Health Services, Fresno, Campus Departments, Human Subjects Research.


10% Administers a defined operational program or activities which may include some of the following functions: finance, facilities, payroll, space planning, student services, human resources, communications, informational technology or safety. Gathers and analyzes financial and other resource data; prepares reports or analyses of operational activities, evaluates current and proposed services, etc., Functions as a resource on issues such as researching complex financial discrepancies, escalated customer service problems and vendor concerns, Develops and maintains budgets, Provides guidance to supervisors and managers in developing job descriptions, facilitating benefits communications, and providing guidance on compensation programs, personnel policies, and procedures, Conducts trend analyses and helps develop resulting recommendations, Assesses and recommends changes to maintain compliance with federal and state requirements and internal policies.

Administrator of Privacy Office Document Control System

1. Development, implementation, and maintenance of a robust system of storage on the HIPAA server that ensures easy access to, tracking and protection of Privacy Office documents.
2. Training and resourcing Privacy Office staff on use of server
3. Development, implementation and maintenance of a policy guiding management and maintenance of HIPAA server
4. Develop and maintain a file structure system

Other Functions and Responsibilities:

1. Responsible for assessment and advancement of skill level and independently seeks out resources/training to learn new skills, procedures, and the like, to maintain currency in position.
2. Maintains effective working relationships with staff, management, physicians, and medical center community contacts.
3. Role models excellent interpersonal, communication, and problem-solving skills. Presents professional demeanor and is a customer service role model in interactions with internal and external customers. Establishes and maintains relationships with assistants and other personnel as resources for performing job responsibilities.
4. Demonstrates flexibility and handles multiple and competing responsibilities; sets goals and deadlines, prioritizes tasks, and identifies resources.
5. Follows safety policies and procedures and all other Medical Center policies. Incorporates ergonomic principles in work habits.
6. Able to work in high stress environment with individuals of diverse cultural backgrounds.
7. Performs other operational or analytical duties as assigned.
50% A. Support to the Privacy Office.

1. Supports the Privacy Office in all capacities including, but not limited to, daily scheduling of complex meetings for the Chief Privacy Officer and all written, telephone and e-mail correspondence, exercising sound, professional judgment and in accordance with the Medical Center customer service standards.
2. Utilizing superior rationale, tact and common sense, the Privacy Analyst will use excellent communication skills to obtain pertinent information at level of detail needed during the intake of potential privacy breaches and triage to appropriate manager. The Privacy Analyst will handle other types of sensitive and confidential issues in the course of business.
3. Responsible for supporting the coordinated responses on behalf of the Privacy Office to requests and inquiries from other facilities and executives, JCAHO, Client, OCR, UC Office of the President, other UC campuses, and outside organizations and agencies as directed by Operations Manager and Chief Privacy Officer.
4. Prepares spreadsheet templates for the reporting of privacy data, conducts quality control of database, and performs data analysis, as assigned by Operations Manager.
5. Provides analytical and operational support.
6. Works independently, as well as in teams, to gather, analyze, and report on information pertaining to the development, organization and/or completion of special projects and presentations.
7. Coordinates special projects as assigned by the Operations Manager and others.
8. Processes, proofreads, edits, and distributes policies and procedures, confidential letters, reports, minutes, and other documents. Maintains confidentiality of all information.
9. Responsible for case documentation and database entry for Privacy Office management.
10. Coordinates all travel arrangements and itineraries for the Privacy Office and other staff in accordance to G28 policy and BUS-79 policy.
11. Designs and maintains interdepartmental databases, systems, processes, procedures, etc., to facilitate workflow as assigned by the Operations Manager.
12. Creates purchase requisitions for the purchase of goods and services in accordance with BUS 43 policy; tracks the activity to creation of the formal purchase order.
13. Tracks Purchase Orders for all expense, service and capital equipment requests and other budget charges for the Privacy Office, as needed.
14. Track and report all Capital assets.
15. Ensures that the invoices are accurate, obtains signature approval and tracks payment to vendors in accordance with UCOP Disbursement policy D-37-16 and D-37-36.
16. Reviews the general ledger for accuracy of charges.
17. Handles reimbursements for purchases outside of purchase orders and TEV requests.
18. Responsible for coordinating and expediting projects within the Privacy Office. Creates and maintains a master inventory list of supplies and reorders as required.
40% Departmental

1. Works with the Operations Manager and others to organize activities in regards to the processing of Privacy complaints and Incident Reports and all HIPAA committee activities, including UC System-wide Task Force, Steering Committee, and Subcommittees.

2. Prepares HIPAA Privacy reports, departmental activity reports, complaint reports, PowerPoint presentations, educational materials, and other reports as required.

3. Maintains and protects the integrity and confidentiality of all patient related data. This is a critical function of this position.

4. Responsible for accurate note taking at meetings including but not limited to: The Privacy Compliance Steering Committee, the Privacy Legal & Risk review meeting, various Subcommittee meetings, and internal Privacy staff meeting.

5. Performs all operational duties including but not limited to data entry, filing, generating reports, and providing quality assurance services.