Administrative Assistant

UCI Health School Of Medicine's Department Of Neurology Administrative Assistant

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. Ranked among the top neurology departments in the country by the National Institutes of Health, the UC Irvine Health School of Medicine's Department of Neurology is committed to advancing clinical care, education and research to help patients with diverse neurological conditions.

Your Role on the Team Under general direction, incumbent reports to the CAO. Position works in a team environment where administrative staff is responsible for supporting personnel related processes and Department administrator. This includes supporting Department Administration, and personnel in researching and filing documentation, and/ or assisting the academic and human resources area in completing paperwork, gathering information, etc. The position assists in prioritizing, efficiently processing, and tracking administrative issues to ensure deadlines are met and tasks completed appropriately for the Department.

A broad range of administrative responsibilities which include: direct support to Department administrator and Personnel Team. The admin assistant must consistently exercise a high degree of initiative, confidentiality, independence, good judgment, flexibility in performing a wide variety of duties, and the ability to adjust to changing priorities while working well under pressure. Performance at this level requires independent critical thinking and problem solving, strong verbal and written communication skills, creativity, knowledge of office environment and technology, and a commitment to seeing tasks and projects through to completion.

What It Takes to be Successful

Required:

The position requires strong interpersonal skills and the ability to exercise sound judgment, discretion, and tact in navigating complex or sensitive interactions. Demonstrated skill in English grammar and syntax sufficient to evaluate written materials and correct errors Demonstrated ability to follow instructions and perform duties reliably and with thorough attention to detail Demonstrated ability to take initiative, learn quickly, and provide dependable administrative support with minimal supervision.

Skill in organizing work for timely completion of assignments Thorough understanding of office procedures Ability to independently develop innovative, logical solutions to difficult, unusual, or first time problems and provide recommendations for action Skill to function in a team environment by establishing and maintaining cooperative work relationships with faculty, staff, and administrators Excellent interpersonal and customer service skills Excellent communications skills with demonstrated ability to write correspondence, policies, and analytical reports Working knowledge of business document formats;

letters, memos, advertisements, grant applications etc Excellent Computer Skills including knowledge of Microsoft Word, Excel and Power Point Ability to retrieve documents from various clinic sites 2-3 years of relevant experience Experience with administrative procedures including: word processing, spreadsheet and database applications, calendar management, and customer service.

Preferred:
Previous experience providing administrative support to senior management Flexible schedule to accommodate overtime due to special projects, conferences, time differences; deadlines, etc. Special Conditions:
May require travel between various offices and clinics in Orange and Irvine campuses. May require some evening hours and/ or overtime.