Administrative Assistant III

University of California; California (MO); Hybrid; USD 65,000 - 95,000; Full time

Job summary

University of California, Irvine is seeking a Program Coordinator to support the Military-Civilian Partnership Program and related Medical Education initiatives within the Department of Surgery. The role includes credentialing military personnel, managing rotation schedules, and coordinating education and quality improvement activities.

The position requires strong communication, organization, and the ability to work independently in a fast-paced academic medical environment.

Qualifications

• Bachelor's degree or equivalent combination of education and/or experience.
• 5+ years of experience in a related role.
• Experience in academic, medical or research settings is preferred.
• Experience with credentialing or privileging processes is desirable.
• Strong written and oral communication skills.

Responsibilities

• Coordinate day-to-day support for UCI Military-Civilian Partnership Program and related medical education initiatives.
• Credential military personnel documentation and ensure licensure and privileging requirements are met prior to rotations.
• Manage rotation schedules and track KSAs for rotating providers.
• Collaborate with Education leadership to plan and execute long-range education projects and quality improvement initiatives.
• Maintain organized tracking systems and respond professionally to inquiries from diverse stakeholders.

Skills

Interpersonal skills

Communication skills

Attention to detail

Note taking

Typing speed

Word processing

Excel

PowerPoint

Independent work

Time management

Education

Bachelor's degree or equivalent

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Job description

Overview

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.

For more than 50 years, the Department of Surgery at UC Irvine Medicine has provided outstanding teaching, research and clinical services to medical trainees and patients in Orange County and beyond. Our 11 divisions encompass multiple specialties across the full spectrum of surgical subspecialties, staffed by award-winning and innovative faculty members

Responsibilities

The incumbent serves as the dedicated Program Coordinator for the UCI Military-Civilian Partnership Program, Medical Education Programs, and Quality Improvement projects within the Department of Surgery. Operating under general direction of the Director of Education, the program coordinator independently manages day-to-day support of the UCI Military-Civilian Partnership Program. The coordinator serves as the primary point of contact and liaison for all military personnel rotating through UCI Medical Center, working directly with Medical Staff Administration and Academic Affairs to credential military medical personnel, ensuring all required documentation, licensure, and privileging requirements are met prior to each rotation, while also managing rotation schedules, tracking Knowledge, Skills, and Abilities (KSAs) for each rotating military provider, and evaluating each rotation for its educational effectiveness and alignment with training objectives. In support of Medical Education and Quality Improvement programs, the coordinator collaborates closely with the Education Director and Vice Chairs of Education and Quality to plan, develop, and execute long-range education projects and quality improvement initiatives, organizing continuing education programs and workshops, coordinating didactic opportunities, tracking QI project timelines, and ensuring all program activities are documented and aligned with departmental goals. Across all program areas, the coordinator develops and maintains organized tracking systems, responds promptly and professionally to inquiries from military personnel, faculty, staff, and external partners, prepares and proofreads documents and correspondence, manages competing priorities and deadlines, and proactively communicates potential conflicts or gaps to program leadership to ensure the seamless and efficient operation of all programs.

Qualifications

Required:

• Demonstrated ability to establish and maintain effective working relationships with all levels of campus and hospital administration, faculty, staff, patients, and the public while maintaining strict confidentiality on sensitive issues with tact and diplomacy; experience working in an academic, medical or research setting.
• Previous experience working in a university, military, research environment.
• Excellent interpersonal skills
• Experience with medical staff credentialing or privileging processes, or familiarity with military personnel documentation requirements.
• Demonstrated cultural awareness and ability to communicate diplomatically with individuals from diverse professional backgrounds, including military personnel and academic medical faculty
• Familiarity with quality improvement methodologies (e.g., PDSA cycles, IHI, process mapping, data tracking) as applied in a clinical or academic medical setting.
• Knowledge of ACGME, CME accreditation processes, or graduate medical education administrative requirements.
• Demonstrated ability to triage competing priorities, respond to time-sensitive requests, and maintain composure and accuracy under pressure in a fast-paced academic medical environment
• Strong communication skills, both oral and written
• Skill for attentive and detail-oriented document editing, reference management, and proofreading with care
• Proficient note taking and follow-through of tasks
• Fast and accurate typing with emphasis on accurate spelling, grammar, and punctuation
• Experience working with Word, Microsoft Excel, and PowerPoint graphics software
• Ability to work independently and manage ongoing, multiple tasks and deal with deadlines in fast paced, dynamic environment
• Bachelor's degree in related areas or equivalent combination of education and/or experience.
• A minimum of 5 years of experience

Preferred:

• Experience with medical staff credentialing or privileging processes, or familiarity with military personnel documentation requirements.
• Familiarity with UC policies and procedures.
• Knowledge of Medical Terminology and Medical transcription.

Special Conditions:

• Final candidate subject to background check. Employment contingent upon successful results of background check.
• Position may require interaction with or access to DoD/military facilities or personnel; candidate must be able to meet any applicable security or clearance requirements as needed

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].