Administrative Coordinator

UC Irvine; Irvine (CA); In loco; USD 60.000 - 90.000; Tempo pieno

Descrizione del lavoro

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.

Competenze

• 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.

Mansioni

• 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.

Conoscenze

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

Formazione

High school diploma or equivalent experience

Strumenti

Microsoft Word

Microsoft Excel

Zoom

Descrizione del lavoro

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.

At UC Irvine's Gavin Herbert Eye Institute and Department of Ophthalmology and Visual Sciences, our faculty of internationally recognized physicians, surgeons and scientists provide highly specialized training to future ophthalmologists, access to leading-edge clinical trials as well as sight‑saving treatments and therapies for virtually any eye disorder.

Eye surgeons, stem cell researchers, geneticists, infectious disease specialists and engineers are working on technologies and treatments for macular degeneration, diabetic retinopathy, glaucoma, corneal disease and cataracts as well as a vaccine to prevent eye and genital herpes infections. These efforts have vaulted UC Irvine School of Medicine into the top echelons of U.S. institutions receiving National Institutes of Health grants for vision research. Our goal is to spark innovation and continue to revolutionize patient care.

Your Role on the Team

• Provide high-level administrative support to faculty, exercising independent judgment, discretion, and professionalism when handling sensitive matters.
• Manage complex calendars and coordinate faculty schedules, internal and external professional activities, academic activities, leave, vacations, and schedule changes.
• Serve as a professional liaison between faculty, staff, UCI/UC Irvine Health departments, physicians, community organizations, and external partners.
• Coordinate all aspects of Independent Medical Examinations (IMEs), including attorney communication, scheduling, time tracking, patient coordination, and invoicing for professional, technical, and expert witness services.
• Coordinate VIP visits and local, national, and international travel, including itineraries, accommodations, transportation, clinic schedules, conferences, visas, and registrations.
• Plan and coordinate meetings and events, including facilities, conference rooms, equipment, catering, parking, and communications.
• Serve as the initial point of contact for physicians, faculty, staff, community organizations, and external partners, providing responsive and professional communication by phone, email, and correspondence.
• Maintain strict confidentiality and handle sensitive faculty, and departmental information in accordance with HIPAA and university policies.
• Maintain and archive service‑line photographs and videos in compliance with HIPAA requirements.
• Track and maintain physician licensure, certifications, DEA registrations, professional memberships, training, occupational health requirements, and continuing medical education (CME).
• Maintain and update faculty CVs and biosketches, including presentations, awards, honors, grants, publications, and other professional activities.
• Assist with faculty teaching, research lectures, academic activities, and coordination with residency program staff.
• Prepare and coordinate a variety of academic, medical, administrative, and professional correspondence and materials.
• Support the Administrative Supervisor and respond independently to a wide range of departmental requests and priorities.
• Maintain organized records and ensure timely completion of recurring administrative and compliance requirements.

What It Takes to be Successful

Required:

• Thorough knowledge of administrative procedures and processes including word processing, spreadsheet and database applications.
• Requires good verbal and written communication skills, active listening, critical thinking, multi‑tasking and time management skills.
• Skill in managing sensitive and confidential information regarding bargaining unit issues.
• Requires interpersonal and work leadership skills to provide guidance to other nonexempt personnel.
• Demonstrated proficiency using software, including Microsoft Office; Word and Excel for word‑processing. Ability to utilize resources.
• Demonstrated ability to use the copier, FAX machine, Zoom meetings, conference lines and transcription equipment.
• Experience working in a medical setting with physicians, patients, and staff.
• High school diploma or equivalent experience.
• High school diploma or equivalent experience.

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 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 (949) 824‑0500 or [e-mail].

Consideration for Work Authorization Sponsorship

Must be able to provide proof of work authorization.