Administrative Assistant III

University of California, Irvine; Orange (CA); On-site; USD 42,000 - 64,000; Full time

Job summary

The University of California, Irvine is seeking an Administrative Assistant in the Department of Obstetrics and Gynecology to provide comprehensive support to the Division Director and faculty. You will manage complex calendars, coordinate travel, organize meetings and events, and deliver general office support with discretion and professionalism.

The ideal candidate has strong written and verbal communication skills, proficiency with Microsoft Office and Outlook, experience in a medical

Qualifications

• Excellent interpersonal skills to communicate easily and effectively with people.

Responsibilities

• Provide comprehensive administrative support to the Division Director and assigned full-time faculty members.

Skills

Interpersonal skills

Verbal communication

Written communication

Typing speed

HIPAA knowledge

Medical terminology

Team collaboration

Prioritization

Problem solving

Office software proficiency

Tools

Microsoft Office

Word

Excel

PowerPoint

Outlook

Copier/FAX machines

Transcription equipment

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.

Your Role on the Team

Within the Department of Obstetrics and Gynecology, this position is responsible for providing comprehensive administrative support to the Division Director and assigned full-time faculty members. The Administrative Assistant assumes a broad range of administrative responsibilities, including managing complex calendars, coordinating travel arrangements, organizing meetings and events, and providing general office support. This position requires the ability to prioritize multiple time-sensitive assignments while exercising independent judgment, critical thinking, and problem-solving skills. The incumbent must possess excellent verbal and written communication skills, demonstrate creativity and proficiency with office technology, and be committed to seeing tasks and projects through to completion. The successful candidate must also be able to work collaboratively in a team-oriented environment, build and maintain positive working relationships with faculty, staff, and leadership, and contribute to the overall success of the department.

What It Takes to be Successful

Required:

• Excellent interpersonal skills to communicate easily and effectively with people. Ability to establish and maintain effective working relationships and to exercise judgment, tact, and professionalism in interactions with colleagues, students, campus and non-campus administrators and faculty, business and community leaders, and representatives from other institutions and organizations.
• Strong written and verbal communication skills. Skill in writing and editing grammatically correct business correspondence such as brief memoranda and letters from written or oral instructions. Knowledge of proper typing formats including Bibliographies, charts, and tables.
• Demonstrated proficiency using software, including Microsoft Office, Word, Excel and PowerPoint for word-processing and slide presentation.
• Demonstrated ability to use copier, FAX machine, and transcription equipment.
• Proficiency in maintaining complex calendars in Outlook, managing varying priorities, scheduling meetings, making travel arrangements, etc.
• Fast and accurate typing and proofreading skills.
• Ability to adhere to policies and procedures regarding the privacy of, and access to, patient health information in compliance with the Federal Health Insurance Portability and Account Act (HIPAA) Privacy Rule.
• Experience working in a medical setting with physicians and staff.
• Applied knowledge of medical terminology.

Preferred:

• Working knowledge of UCI forms, policies and procedures, and KFS (Kuali Financial System).

Special Conditions:

• Working hours are Monday through Friday, 8:00 a.m. to 5:00 p.m.; dependent on coverage needs and subject to change. Flexibility to report to duty onsite during established work schedule

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 and 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