Administrative Assistant

Who We Are

Founded in 1965, UC Irvine is a member of the prestigious Association of American Universities and is ranked among the nation's top 10 public universities by U.S. News & World Report. The campus has produced five Nobel laureates and is known for its academic achievement, premier research, innovation and anteater mascot. Led by Chancellor Howard Gillman, UC Irvine has more than 36,000 students and offers 224 degree programs. It's located in one of the world's safest and most economically vibrant communities and is Orange County's second-largest employer, contributing $7 billion annually to the local economy and $8 billion statewide.

To learn more about UC Irvine, visit www.uci.edu.

The Department of Medicine has 11 divisions, more than 300 employees and more than $68 million in expenditures annually. The mission of the Department of Medicine is to deliver accessible, patient-centered healthcare of the highest caliber while training compassionate, visionary, and innovative clinicians and researchers. We develop, teach and practice state-of-the-art, evidenced-based medicine that holds the promise of a better future for the people of California and beyond.

Your Role on the Team

Under the general supervision of the Division Chief and the Division Administrator in the Department of Medicine, the Administrative Assistant will be responsible for providing support to functions across the division, including but not limited to: front office functions (answering, screening, and directing incoming calls/mail; scheduling appointments/meetings), preparation of documents for travel and expense reimbursements, some of which are on restricted funds or federal awards. Incumbent will be responsible for purchasing using the Kuali Financial system and PALcard when appropriate. Incumbent will serve as academic personnel coordinator - preparing files/dossiers, gathering supporting documents for academic appointments, and without salary appointments, including visas as needed. Incumbent will be responsible for maintaining yearly and monthly call schedules and entering them into QGenda, completing/tracking faculty leave requests and clinic closures as applicable, and scheduling divisional meetings as well as coordinating MS3 elective rotations. Incumbent will also assist with all activities and aspects related to CME conferences and symposia as well as other special projects as assigned and based on skillset.

What It Takes to be Successful

Required:

• Strong organizational and communication skills
• Ability to deal with changing priorities associated with deadlines. Ability to problem-solve.
• Demonstrated interpersonal skills necessary to establish and maintain a professional working relationship with colleagues, faculty, and other stakeholders
• Professional experience, business acumen, and integrity to effectively serve and represent the division and department
• Working knowledge of computer software in Microsoft Office Suite (e.g. Excel, Outlook, PowerPoint, Word).
• Excellent oral and written communication skills
• Excellent communication and interpersonal skills. Ability to explain, change course of action, and use tact to negotiate with physicians, other divisions and departments, and outside vendors verbally and in writing.
• Proven ability to work independently and carry out assigned tasks reliably and accurately
• Ability to maintain confidentiality of financial, personnel and payroll information
• Ability to collect and analyze data and make effective related recommendations
• Ability to work with detail and prioritize workload to ensure job completion with competing deadlines. Ability to work independently and follow through on assignments and deadlines.
• High school diploma or equivalent experience
• 1-3 years of relevant work experience with Bachelor of Arts/ Bachelor of Science in related field, or equivalent experience.

Preferred:

• Working knowledge or previous UC system experience
• Experience working in an academic setting

Total Rewards

In addition to the salary range listed below, we offer a wealth of benefits to make working at UCI even more rewarding. These benefits may include medical insurance, sick and vacation time, retirement savings plans, and access to a number of discounts and perks. Please utilize the links listed here to learn more about our compensation practices and benefits.

Conditions of Employment:

The University of California, Irvine (UCI) seeks to provide a safe and healthy environment for the entire UCI community. As part of this commitment, all applicants who accept an offer of employment must comply with the following conditions of employment:

• Background Check and Live Scan
• Employment Misconduct*
• Legal Right to work in the United States
• Vaccination Policies
• Smoking and Tobacco Policy
• Drug Free Environment

*Misconduct Disclosure Requirement: 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.

The following additional conditions may apply, some of which are dependent upon business unit or job specific requirements.

• California Child Abuse and Neglect Reporting Act
• E-Verify
• Pre-Placement Health Evaluation

Details of each policy may be reviewed by visiting the following page - https://hr.uci.edu/new-hire/conditions-of-employment.php

Closing Statement:

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories covered by the UC Anti-Discrimination Policy.

We are committed to attracting and retaining a diverse workforce along with honoring unique experiences, perspectives, and identities. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable, and welcoming.

UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at (949) 824-0500 or eec@uci.edu.

Consideration for Work Authorization Sponsorship

Must be able to provide proof of work authorization