Temporary Medical Executive 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.

This recruitment is for a Temporary Executive Assistant role based out of our Los Alamitos Medical Center. 

Duties include, but are not limited to: 

• Provide administrative oversight for an executive.
• Brief executives on deadlines and status of pending issues. 
• Participate in the development and implementation of efficient and effective systems for managing information, projects, and communications to ensure accurate and timely responses. 
• Create agendas and schedule department meetings. 
• creating agendas and scheduling department meetings
• record and type meeting minutes and distribute them to attendees
• assist with other tasks assigned
• distribute the monthly schedules of individuals that are important to the daily operations of the department and inform all any changes to any of the schedules.
• create and distribute a daily invasive procedure schedule
• track multiple daily statistics pertinent to patient safety and daily performance of the department. Analyze and distribute the statistics to multiple administrative teams monthly and quarterly.
• assist with any required amendment changes to the Radioactive Materials License (RAML) by working with the Radiation Safety Officer, physicist, and nuclear medicine supervisor. Afterwards, distribute copies to all required departments of approved changes and amendment addition by the CDPH.
• maintain the ACR Radpeer submissions and give quarterly reports to Quality. maintain and add physician profiles when needed.
• Cerner super user with administrative access.
• creation of fax boxes required for physician offices to receive their reports
• create and maintain the digitized employee files from multiple departments and subsequent modalities.
• aid in the verification that all employee and physician required licenses and certifications are current.
• create and help maintain the department expense file that will aid the department track expenses and monitor the maintenance of equipment.
• round the department throughout the day and talk with the staff and inquire if there are any needs or issues to resolve and work with the director to resolve the issues.
• place orders for any supplies or equipment needed for the department and maintain par levels of office supplies.
• resolve patient issues that may arise.

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.

Pay Rate: $30.56/hour

Highly Preferred: 

• Prevous experience in hospital or medical setting/industry. 
• Understanding of Medical Terminology.
• Looking for candidates with Medical experience and Executive Assistant experience.

Required:

• Familiarity with the organization's processes, protocols and procedures.
• Knowledge of federal regulations such as FERPA.
• Thorough knowledge of common organization-specific and other computer application programs.
• Solid analytical / problem-solving skills.
• Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization as well as the Office of the President and external constituencies.
• Strong service orientation.
• Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies, both verbally and in writing.
• Advising and counseling skills.
• Ability to multi-task with demanding timeframes.
• Ability to use high-level discretion and maintain a high level of confidentiality.
• Solid skills in problem identification.
• Bachelor's degree in related area and / or equivalent experience / training
• 2-3 years Relevant experience
• Ability to read, write, and follow written and oral instructions in English.

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

TEMPORARY EMPLOYMENT

This is a temporary employment recruitment reporting to the UCI Temporary Employment Services (TES) Department. Interviewing and hiring is based on internal hiring needs and how well the candidate's experience matches the assignment requirements. Certain temporary assignments may require clearance of a health physical or require a valid California Driver’s License for driving university vehicles.

The majority of our temporary positions are Monday – Friday, 8:00 a.m. – 5:00 p.m. We also have occasional part-time, weekend, and evening hours available, depending on the assignment. Comprehensive benefits options are also available for temporary employees, including paid vacation, holidays, and sick leave.

Please note that we recruit for this position on an on-going basis to build a talent pool of potential candidates. When a position becomes available, we will review applicants at that time. Due to the volume of applications that we receive, only those candidates selected for interviews will be contacted. Thank you for your interest in employment with UCI Temporary Employment Services.

PARKING INFORMATION

All visitors, staff, and students are required to purchase parking permits to park on UCI property. If you plan to commute to work via your personal vehicle, I encourage you to review the parking requirements of your work location and parking rates on the UC Irvine Parking and Transportation website

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.