Administrative Assistant - 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 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.

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.

• Thorough knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.
• Requires good verbal and written communication skills, active listening, critical thinking, multi-task and time management skills.
• Requires interpersonal and work leadership skills to provide guidance to other nonexempt personnel.
• Strong organizational and communication skills Required
• Ability to deal with changing priorities associated with deadlines. Ability to problem-solve. Required
• Demonstrated interpersonal skills necessary to establish and maintain a professional working relationship with colleagues, faculty, and other stakeholders Required
• Professional experience, business acumen, and integrity to effectively serve and represent the division and department Required
• Excellent oral and written communication skills Required
• Proven ability to work independently and carry out assigned tasks reliably and accurately Required
• Ability to maintain confidentiality of financial, personnel and payroll information Required
• Ability to collect and analyze data and make effective related recommendations Required
• Working knowledge or previous UC system experience Preferred
• Experience working in an academic setting Preferred
• 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. Required
• Working knowledge of computer software in Microsoft Office Suite (e.g. Excel, Outlook, PowerPoint, Word). Required
• 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. Required

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.

Required:

• High school diploma or equivalent experience

Preferred:

• Bachelor of Arts/ Bachelor of Science in related field, or equivalent experience

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
• Legal Right to work in the United States
• Vaccination Policies
• Smoking and Tobacco Policy
• Drug Free Environment

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.