Clinical Admin Coordinator

University-of-California,-Irvin; Irvine (CA); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Medical insurance

Retirement savings plans

Job summary

University of California, Irvine is seeking a Clinical Admin Coordinator to manage complex scheduling across Epic and QGenda, serving as the main contact for scheduling issues. The role requires independent judgment, strong communication, and organizational skills in a fast-paced clinical operations environment.

The successful candidate will oversee templates, ensure accurate reflection of activities, and handle CME and time-off data with strategic insight.

Qualifications

• Bachelor's degree in related area or equivalent experience/ training.
• Minimum of 3 years of experience.
• Strong scheduling, confidentiality, and communication skills.

Responsibilities

• Manage provider schedules across Epic and QGenda.
• Oversee template management and ensure reflection of clinical/non-clinical activities across scheduling platforms.
• Act as the primary point of contact for scheduling-related matters with proactive conflict resolution.
• Track and report scheduling data, CME, and time-off management.

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 Susan Samueli Integrative Health Institute (SSIHI), part of UCI Health and the Susan & Henry College of Health Sciences, works to transform healthcare through the practice of integrative health by conducting rigorous research, promoting evidence-based treatment modalities, educating the public on well-being practices, providing individualized, patient-centered clinical care.

Your Role on the Team

The Clinical Admin Coordinator is a position that requires independent judgment, technical proficiency, and cross-functional coordination. The scope is more complex than scheduling tasks and encompasses provider schedule management, template oversight, and ensuring the accurate reflection of all clinical and non-clinical activities across multiple scheduling platforms, including Epic and QGenda. The incumbent will serve as the primary point of contact for all clinical scheduling-related matters and requiring the ability to proactively identify and resolve scheduling conflicts with minimal supervision. The incumbent will take on analytical responsibility, including the tracking and reporting of scheduling data, CME, and time‑off management, reflecting role that requires strategic thinking and an understanding of clinical operations.

What It Takes to be Successful

Required:

• Ability to use sound judgment in responding to issues and concerns.
• Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing.
• Solid organizational skills and ability to multi‑task with demanding timeframes.
• Working knowledge of common organization‑specific and other computer application programs.
• Ability to use discretion and maintain confidentiality.
• Demonstrated ability to work independently.
• Strong ability to manage complex scheduling, handle changing and competing priorities and conflicting appointments.
• Knowledge regarding HIPAA Compliance Guidelines.
• Demonstrated experience with template management.
• Must be able to work independently using good judgment and tact.
• Demonstrate high quality performance, accountability, discretion and sound judgment.
• Excellent ability to perform in a PC environment including high level skill with Microsoft Word, Excel, Outlook, Zoom, and clinical-based systems such as Epic and QGenda.
• Must have strong organizational skills.
• Proven ability to prioritize and manage ongoing, multiple tasks and deal with time‑sensitive deadlines in a fast paced, dynamic environment.
• Effective written and verbal communication skills.
• Delivers high quality customer service in resolving questions and problems.
• Ability to learn new software and adapt existing applications to efficiently and effectively expedite tasks
• Bachelor's degree in related area and / or equivalent experience / training
• A minimum of 3 years of experience

Preferred:

• Knowledge of UCI Policies and Procedures.

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