Administrative Assistant III - University of California, Irvine

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 Orthopaedic Surgery at the University of California, Irvine School of Medicine is committed to patient care, education and research. We utilize an interdisciplinary team approach, catered to each individual as we provide exemplary patient care. Our surgeons are consistently recognized as "Super Doctors", "Physicians of Excellence", and "Top Doctors" by their colleagues and patients. As professors, we are at the cutting edge of modern and successful techniques, and our research is recognized world wide as evidenced by the numerous awards won by our group.

Under the general supervision of the Department Administrator/Chief Administrative Officer, Operations Manager and assigned Faculty Members of the Department of Orthopaedic Surgery in the School of Medicine, incumbent performs professional, analytical, and administrative support, liaison, and project coordination for five or more faculty. The incumbent will report to the Operations Manager in the Department of Orthopaedic Surgery. This position necessitates strong, independent judgment, problem-solving, and organizational skills. Also, an in depth understanding of the department and school goals and activities necessary in order to perform a broad scope of operational analysis and assignments. The position also serves as a liaison between department faculty, medical center, school, campus, and public officials. Requires demonstrated proficiency in the independent preparation, transcription, updating curriculum and editing of a wide variety of scientific correspondence. Serves as Administrative Support to faculty in support of all academic functions to include maintaining calendars, scheduling travel, on and off-site meetings, appointments, transcription/typing all correspondence, updating curriculum vitae, etc. Researches and responds to students, residents and faculty requests. Other assignments as assigned by supervisors.

Required:

• Duties require an ability to exercise judgment in setting priorities, multitasking and adapting to changing workloads and completing deadlines while maintaining flexibility and a professional demeanor.
• Ability to analyze administrative problems involving long range planning including location of sources for information and data.
• Experience in determining priorities and making independent decisions based on general instructions and accumulated knowledge.
• Skill to complete diverse unit support tasks in a timely and accurate manner.
• Skill to compose and prepare narratives, graphs, and tables quickly, accurately, and grammatically using word processing software.
• Demonstrated proficiency in the independent complex calendaring, and preparation, transcription and editing of a wide variety of scientific correspondence.
• Demonstrated ability to establish and maintain effective working relationships and communications with all levels of campus and hospital administration, faculty, staff, patients, and the public.
• Experience working in an academic, medical, or research setting.
• Effective oral and written communication skills.
• Ability to perform responsibilities independently; demonstrated problem solving skills.
• Demonstrated ability to maintain strict confidentiality and to interact on sensitive issues with tact and diplomacy.
• Organizational skills to establish effective workload priorities to facilitate multiple programmatic functions including clinical, educational, and research.
• Skill and experience in performing a variety of duties, often changing from one to another with frequent interruptions.
• Ability to coordinate material from a variety of sources and synthesize data into a logical format for presentation.
• Demonstrated strong administrative skills, such as accurate keyboarding, proofreading, and telephone techniques. Ability to take, transcribe, and edit minutes or other material from a variety of sources.
• Demonstrative ability to compose business correspondence, preparing documents, and facilitating the production of materials.
• Demonstrated knowledge of computer software applications including Microsoft Office.
• 3 years of relevant experience

Preferred:

• Demonstrated knowledge of UCI/Hospital/departmental policies, procedures, and program.

Total Compensation

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, Irvine 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.

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.