Administrative Assistant Job at UC Irvine in Irvine

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Overview

Under the general supervision of the Division Chief and the Division Administrator in the Department of Medicine, the Administrative Assistant will provide support to functions across the division, including front office functions (answering, screening, and directing incoming calls/mail; scheduling appointments/meetings) and preparation of documents for travel and expense reimbursements, including some on restricted funds or federal awards. The incumbent will purchase using the Kuali Financial system and PALcard when appropriate. The role also serves as academic personnel coordinator – preparing files/dossiers, gathering supporting documents for academic appointments, and handling appointments without salary, including visas as needed. The incumbent will maintain yearly and monthly call schedules and enter them into QGenda, complete/tracking faculty leave requests and clinic closures as applicable, and schedule divisional meetings. The role will assist with CME conferences and symposia and other special projects as assigned based on skillset.

Responsibilities

• Provide front office support: answer, screen, and direct incoming calls/mail; schedule appointments/ meetings.
• Prepare documents for travel and expense reimbursements (including restricted funds or federal awards).
• Purchase using the Kuali Financial system and PALcard when appropriate.
• Serve as academic personnel coordinator: prepare files/dossiers, gather supporting documents for academic appointments, and handle appointments without salary, including visas as needed.
• Maintain yearly and monthly call schedules and enter them into QGenda; complete and track faculty leave requests and clinic closures; schedule divisional meetings.
• Assist with CME conferences, symposia, and other special projects as assigned.

What It Takes to be Successful

• Strong organizational and communication skills.
• Ability to adapt to changing priorities and deadlines; problem-solve effectively.
• Demonstrated interpersonal skills to establish and maintain professional relationships with colleagues, faculty, and stakeholders.
• Professional experience, business acumen, and integrity to serve the division and department.
• Excellent oral and written communication skills; ability to work independently and reliably.
• Ability to maintain confidentiality of financial, personnel, and payroll information.
• Ability to collect and analyze data and make effective recommendations.
• Attention to detail and ability to prioritize workload to meet deadlines.
• Working knowledge of Microsoft Office Suite (Excel, Outlook, PowerPoint, Word).
• Ability to explain, adjust course of action, and negotiate using tact with physicians, divisions, departments, and outside vendors.
• Bachelor of Arts or Bachelor of Science in related field, or equivalent experience.
• 1-3 years of relevant work experience with related degree or equivalent.

Preferred

• Working knowledge or previous UC system experience.
• Experience in an academic setting.
• Working knowledge of University of California policies and procedures.

Total Compensation and Benefits

In addition to the salary range listed below, UC Irvine offers a wealth of benefits including medical insurance, paid time off, retirement plans, and discounts. See the links provided by UC Irvine for detailed compensation and benefits information.

Conditions of Employment

The University of California, Irvine seeks to provide a safe and healthy environment. All applicants who accept an offer of employment must comply with conditions of employment, including background check, legal right to work in the United States, vaccination policies, and other requirements as described by UC Irvine HR policies. The full policy details may be reviewed at the UC Irvine HR site.

Equal Opportunity

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories. UC is committed to a diverse workforce and inclusive environment. UC Irvine provides reasonable accommodations for applicants with disabilities upon request.

For more information, contact Human Resources at (949) 824-0500 or eec@uci.edu.