UC Irvine is hiring: Administrative Assistant in California

Overview

Administrative Assistant role at UC Irvine. 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 duties (answering, screening, and directing calls/mail; scheduling appointments/meetings), preparation of documents for travel and expense reimbursements (including restricted funds or federal awards), and purchasing 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 non-salary appointments, including visas as needed). Additional responsibilities include maintaining yearly/monthly call schedules and entering them into QGenda, tracking faculty leave requests and clinic closures, scheduling divisional meetings, coordinating MS3 elective rotations, and assisting with CME conferences, symposia, and other special projects as assigned based on skillset.

What It Takes to be Successful

• Strong organizational and communication skills
• Ability to manage changing priorities and meet deadlines
• Problem-solving ability and professional interpersonal skills with colleagues, faculty, and stakeholders
• Professional experience, business acumen, and integrity to represent the division and department
• Working knowledge of Microsoft Office Suite (Excel, Outlook, PowerPoint, Word)
• Excellent oral and written communication skills
• Ability to explain, adapt course of action, and negotiate tactfully with physicians, other divisions/departments, and outside vendors
• Ability to work independently, carry out tasks reliably and accurately, and maintain confidentiality of financial, personnel, and payroll information
• Ability to collect and analyze data and make informed recommendations
• Detail-oriented with strong prioritization and deadline management
• Bachelor’s degree in a related area and/or equivalent experience/training
• 1–3 years of relevant work experience with a Bachelor’s degree or equivalent

Preferred

• Experience within UC system or academic setting

Conditions of Employment

The University of California, Irvine is an Equal Opportunity Employer. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories. UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, contact Human Resources at (949) 824-0500 or eec@uci.edu.

Locations and Compensation

Irvine, CA — typical salary range: $65,000.00–$80,000.00