Administrative Assistant

UC Irvine; Orange (CA); On-site; USD 60,000 - 85,000; Full time

Job summary

University of California, Irvine's Department of Neurological Surgery seeks an AAIII Administrative Assistant to support daily operations, manage calendars, travel, and correspondence. You will handle reimbursements, prepare meeting minutes, and assist leadership with project documentation, while maintaining confidentiality and professionalism in a busy academic environment.

Experience with Epic, GE, Excel, Word, and Adobe Acrobat is preferred, and you will collaborate with faculty, trainees,

Qualifications

• Reconciliation, recordkeeping and analyzing information required.
• Experience with reimbursements, patient referrals, and healthcare insurance.
• Experience with UCI systems: Epic, GE, Excel, Word, Adobe Acrobat.
• Ability to organize administrative tasks with accuracy and detail.
• Auditing incoming information is required.
• Excellent interpersonal skills for diverse groups.
• Proficient with various software programs and databases.
• Ability to analyze problems and find solutions.
• Team player with collaboration across groups.
• Flexible and able to work independently or with faculty and staff.
• Maintain confidentiality and discretion with sensitive information.
• Bachelor's degree or equivalent experience; 1-3 years related experience.

Responsibilities

• Administrative support for the Department of Neurological Surgery including scheduling and travel.
• Prepare agendas, meeting minutes, and correspondence.
• Maintain calendars and respond to student, trainee, and faculty requests.
• Process reimbursements, travel and honoraria, and related expenses.
• Assist leadership with document development and recordkeeping.

Skills

Reconciliation

Recordkeeping

Analyzing information

Reimbursements

Patient referrals

Healthcare insurance

Interpersonal skills

Teamwork

Discretion

Problem solving

Organizing tasks

Attention to detail

Education

Bachelor's degree or equivalent experience

Tools

Epic

GE

Excel

Word

Adobe Acrobat

Job description

Who We Are

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.

To learn more about UC Irvine, visit www.uci.edu.

The Department of Neurosurgery within the UC Irvine School of Medicine is dedicated to the diagnosis and treatment of disorders of the brain, spine, and nervous system. The department supports clinical care, research, and education through collaboration among physicians, trainees, researchers, and administrative professionals. In alignment with the School of Medicine's mission to Discover, Teach, and Heal, the department contributes to advancing patient care, medical education, and scientific knowledge.

Your Role on the Team

The AAIII position will actively participate in administrative activities for the Department of Neurological Surgery, which include day-to-day problem solving and interaction with other divisions and departments. The AAIII candidate must be self-motivated, work with general direction, and be able to receive feedback constructively. The AAIII must demonstrate ability to manage multiple priorities, exercise sound judgment and maintain discretion and professionalism while handling confidential and sensitive information. The AAIII will adhere to project deadlines. The AAIII will have responsibility, including purchasing, reimbursements, honoraria, travel arrangements, other related activities, ensuring compliance with institutional policies. Additional responsibilities include, managing various administrative and operational projects, providing project support through scheduling, agenda preparation, meeting minutes, document development, briefings, and related support. Must be able to work with different groups within the university system. The AAIII will assist the department of Neurological Surgery Financial Analyst with departmental reimbursements through payment processing and reimbursement of expenses such as travel, membership dues, licenses, registration fees, entertainment, honoraria, etc. Serve as administrative assistant to department leadership and faculty in support of functions to include maintaining calendars, scheduling travel, on and off-site meetings, appointments, transcription/typing all correspondence, letter writing, updating curriculum vitae, and responds to students’, trainees’ and faculties’ requests. Answer phone calls, take messages, respond to emails, and serve as backup to any administrative tasks as necessary due to unforeseen absences/ vacancies and/ or additional workload. Other assignments assigned by supervisor or department administrator.

What It Takes to be Successful

Required

• Demonstrated skill in reconciliation, recordkeeping and analyzing information.
• Demonstrated skill and experience in reimbursements, patient referrals, and healthcare insurance.
• Demonstrated experience with UCI systems- Epic, GE, Excel, Word, Adobe Acrobat.
• Demonstrated ability to organize and coordinate administrative tasks, maintain detailed documentation, and follow through on assignments with accuracy and attention to detail.
• Demonstrated skill in auditing incoming information.
• Demonstrated excellent interpersonal skills and ability to communicate effectively with a diverse group of individuals in a professional manner.
• Ability to demonstrate computer proficiency using various software programs and database management.
• Ability to analyze information, problems, situations and procedures and being resourceful enough to find appropriate solutions.
• Ability to work effectively as a team.
• Ability to anticipate possible issues and try to eliminate or mitigate.
• Ability to be flexible and work independently as well as collaboratively with faculty and staff to achieve defined goals.
• Ability to exercise sound judgment, maintain confidentiality, and handle sensitive information with discretion and professionalism.
• Bachelor of Arts/ Bachelor of Science in related field, or equivalent experience.
• 1-3 years of related experience.

Preferred

• Demonstrated skill in understanding basic account principles.

Total Rewards

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.

Conditions of Employment

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 disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

The following additional conditions may apply, some of which are dependent upon business unit or job specific requirements.

• California Child Abuse and Neglect Reporting Act
• E-Verify
• Pre-Placement Health Evaluation

Details of each policy may be reviewed by visiting the following page - https://hr.uci.edu/new-hire/conditions-of-employment.php

Closing Statement

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 covered by the UC Anti-Discrimination Policy.

We are committed to attracting and retaining a diverse workforce along with honoring unique experiences, perspectives, and identities. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable, and welcoming.

UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at [phone] or [e-mail].

Consideration for Work Authorization Sponsorship

Must be able to provide proof of work authorization