Department and App. 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 Admin Assistant will perform all duties and tasks under the general supervision of the CAO and the APP Admin Manager. The Admin Assistant may be assigned to the following before or after hour shifts for special meetings as needed.

Under the general supervision of the APP Administrative Manager, and Chief Administrative Officer/Department Administrator of the Department of Anesthesiology & Perioperative Care in the School of Medicine, incumbent performs professional, and administrative support, liaison, and project coordination for faculty and Advanced Practice Providers (Nurse Anesthetists, Nurse Practitioners, Physician Assistant). This position necessitates strong, independent judgment, problem-solving, and organizational skills as well as maintaining strict confidentiality. The incumbent coordinates daily and long-range activities of the Director of Clinical Operations (Orange and Irvine), Vice Chair of Research and Vice Chair of Quality, Safety and Compliance, and Vice Chair of Anesthesia Critical Care Services. The incumbent provides administrative support to the Vice Chairs and Directors including managing a complex calendar, incoming and outgoing correspondence, travel arrangements, and other general office support; serves as a liaison with leadership across the School of Medicine, UCIMC, UC system, as well as faculty, staff, students, and national and international leaders. Understands, extracts, reconciles and presents large data sets from across multiple system platforms and sources. Reviews data to identify likely relationships summarizes data and prepares summary materials for the Vice Chairs and the Directors. Duties are performed with a sophisticated level of independence and advanced levels of decision-making responsibility. The incumbent is also responsible for assisting the Department’s APP Administrative Manager, including but not limited to calendaring and meetings coordination, clerical support, and special projects.

• 1-2 years of administrative office experience or equivalent training internship
• Required Bachelor’s degree or equivalent experience
• Required Ability to use sound judgment in responding to issues and concerns
• Required Solid communication and interpersonal skills to communicate effectively with leadership, faculty and all levels of staff verbally and in writing.
• Required Solid organizational skills and ability to multi-task with demanding timeframes. Required Working knowledge of common organization-specific and other computer application programs
• Required Ability to use discretion and maintain confidentiality
• Required Demonstrated proficiency in the independent preparation, transcription, complex calendaring and editing of a wide variety of scientific correspondence.
• Required Ability in the areas of customer service and event planning.
• Required Ability to manage multiple concurrent projects and maintain a work pace appropriate to the workload.
• Required Ability to establish and maintain effective working relationships across the Health System.
• Required Ability to set priorities, recognize emergency situations and take the appropriate action under the direction of the supervisor in charge.
• Required Ability to maintain flexibility and work well in a fast paced, constantly changing environment.
• Required Ability to appropriately deal with stressful situations and individuals while remaining calm and professional.
• Required Availability to attend occasional before/after-hour meetings
• Administrative experience in a health care environment

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.

The expected pay range for this recruitment is $27.34- $39.18 (Hourly).


Required:

• Bachelor’s degree or equivalent experience.

Special Conditions:

• Hours: M-F 7:30 AM – 4:00 PM and occasional off-shifts as needed for projects

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.