Academic Medical Administrative Coordinator

UC Irvine; Irvine (CA); On-site; USD 60,000 - 90,000; Full time

Job summary

UC Irvine's Gavin Herbert Eye Institute seeks an experienced administrative professional to provide high-level support to faculty, manage complex calendars, coordinate academic and clinical activities, and serve as a liaison across departments, physicians, staff, and external partners.

You will coordinate Independent Medical Examinations, VIP visits, travel itineraries, meetings, and events while maintaining strict HIPAA compliance and confidentiality.

Qualifications

• Strong knowledge of administrative procedures and office software.
• Excellent verbal and written communication; critical thinking and multi-tasking.
• Ability to handle confidential information and bargaining unit issues.
• Interpersonal leadership to guide nonexempt staff.
• Proficiency with Microsoft Word and Excel.
• Experience with copier, fax, Zoom, conference lines, and transcription equipment.
• Experience in a medical setting with physicians, patients, and staff.
• High school diploma or equivalent.

Responsibilities

• Provide high-level administrative support to faculty with independent judgment.
• Manage complex calendars and coordinate academic activities and leave.
• Liaise between faculty, UCI Health departments, physicians, and external partners.
• Coordinate Independent Medical Examinations (IMEs) including scheduling and invoicing.
• Coordinate VIP visits and local, national, and international travel.
• Plan meetings and events with facilities and catering.
• Act as initial contact for physicians and external partners.
• Maintain confidentiality per HIPAA and policies.
• Maintain and archive service-line photos/videos per HIPAA.
• Track licensure, certifications, CME, memberships.
• Update faculty CVs and biosketches.
• Assist with teaching, lectures, and residency coordination.
• Prepare and coordinate various official correspondence.
• Support Administrative Supervisor and respond to departmental requests.
• Maintain organized records and complete recurring compliance.

Skills

Administrative support

Calendar management

Liaison/communication

IME coordination

Travel coordination

Event coordination

HIPAA compliance

Confidentiality

Microsoft Word

Microsoft Excel

Zoom

Transcription equipment

Medical office experience

Education

High school diploma or equivalent experience

Tools

Microsoft Word

Microsoft Excel

Zoom

Job description

UC Irvine's Gavin Herbert Eye Institute seeks an experienced administrative professional to provide high-level support to faculty, manage complex calendars, coordinate academic and clinical activities, and serve as a liaison across departments, physicians, staff, and external partners.

You will coordinate Independent Medical Examinations, VIP visits, travel itineraries, meetings, and events while maintaining strict HIPAA compliance and confidentiality.