Administrative Assistant

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.

The incumbent will be responsible for purchasing using the Kuali Financial system and PALcard when appropriate. The incumbent will serve as academic personnel coordinator – preparing files/dossiers, gathering supporting documents for academic appointments, and without salary appointments, including visas as needed. The 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.

The 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.

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

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 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…