Gynecologic Oncology Administrative Assistant

UC Irvine; California; On-site; USD 60,000 - 80,000; Full time

Job summary

UC Irvine’s Department of Obstetrics and Gynecology seeks an Administrative Assistant 3 to provide dedicated support to the Gynecologic Oncology Division. You will coordinate calendars, on-call coverage, and coordinating coursework for conferences across multiple sites.

Responsibilities include managing schedules, travel, reimbursements, and assisting with research, fellowships, and special projects while maintaining confidentiality and professional communication with faculty and staff.

Qualifications

• Excellent interpersonal and communication skills with the ability to interact professionally with faculty, staff, leadership, clinical partners, and stakeholders.
• Strong written and verbal communication skills, including drafting, editing, proofreading, and formatting professional documents.
• Proficiency with Microsoft Office applications (Outlook, Word, Excel, and PowerPoint) and ability to learn departmental and University systems.
• Experience managing complex calendars, coordinating meetings and events, arranging travel, and prioritizing multiple assignments.
• Demonstrated organizational, analytical, critical-thinking and problem-solving abilities.
• Ability to maintain confidentiality and adhere to privacy policies including HIPAA requirements.
• Ability to coordinate complex schedules and communicate changes across multiple locations.

Responsibilities

• Develop and maintain complex faculty clinical schedules and on-call coverage across multiple sites.
• Coordinate coursework for annual cytocourse conference.
• Coordinate clinic changes and coverage needs.
• Manage complex calendars and scheduling across departments and locations.
• Coordinate meetings, conferences, travel, and reimbursements.
• Support faculty academic and professional activities; assist with research, fellowships, and special projects.
• Prioritize time-sensitive assignments and communicate effectively with stakeholders.

Skills

Interpersonal skills

Written & verbal communication

MS Office proficiency

Calendar management

Organizational skills

HIPAA compliance knowledge

Scheduling across locations

Education

Bachelor's degree in a related field

Tools

Microsoft Office Suite

University systems & technology

Job description

Who We Are

Founded in 1965,

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.

As one of the largest academic departments of the School of Medicine at UC Irvine, the Department of Obstetrics and Gynecology is separated into specific clinical divisions including the major areas of Family Planning, General Obstetrics and Gynecology, Gynecologic Oncology, Maternal Fetal Medicine, Obstetric-Gynecologic Hospitalists, and Urogynecology to provide a full range of clinical services including well-woman care, family planning, routine and high-risk pregnancy management, laparoscopic and robotic surgery, pelvic floor medicine, and complex treatment of gynecologic cancer. In addition, the department offers a wide array of continuing medical education programs addressing obstetric and gynecologic topics, as well as generates cutting edge, innovative research.

Your Role on the Team

Within the Department of Obstetrics and Gynecology, the Administrative Assistant 3 provides dedicated, comprehensive administrative support to the Gynecologic Oncology Division, including the Division Director, Vice Chair of Research, Fellowship Director, and assigned full-time faculty. The position serves as a central point of coordination for the division's clinical, leadership, academic, research, and administrative activities. Major responsibilities include developing and maintaining complex faculty clinical schedules and on-call coverage across multiple clinical sites; develop and coordinate coursework for annual cytocourse conference; coordinating clinic changes and coverage needs; managing complex calendars; coordinating meetings, conferences, travel, and reimbursements; supporting faculty academic and professional activities; and assisting with research, fellowship, and special projects. The position works independently to prioritize multiple time-sensitive assignments, exercise sound judgment, identify and resolve scheduling and operational issues, and communicate effectively with faculty, staff, leadership, clinical partners, and internal and external stakeholders. The incumbent must maintain confidentiality, demonstrate strong organizational and problem-solving skills, and ensure assignments and projects are completed accurately and timely in support of the division and department’s clinical, academic, research, and strategic missions.

What It Takes to be Successful

• Excellent interpersonal and communication skills, with demonstrated ability to establish effective working relationships and exercise judgment, tact, diplomacy, and professionalism when interacting with faculty, staff, leadership, clinical partners, and internal and external stakeholders.
• Strong written and verbal communication skills, including demonstrated ability to draft, edit, proofread, and format professional correspondence, reports, presentations, meeting materials, and other business documents with accuracy and attention to detail.
• Demonstrated proficiency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint, and ability to learn and effectively use departmental and University systems and technology.
• Demonstrated experience managing complex calendars, coordinating meetings and events, arranging travel, and independently prioritizing multiple competing and time-sensitive assignments.
• Demonstrated organizational, analytical, critical-thinking, and problem-solving skills with the ability to identify issues, exercise independent judgment, and follow assignments and projects through to completion.
• Ability to maintain confidentiality and adhere to policies and procedures regarding privacy and access to patient health information, including compliance with HIPAA and applicable state and federal requirements.
• Demonstrated ability to coordinate complex schedules and communicate schedule or coverage changes accurately and timely across multiple stakeholders and locations.
• Bachelor's degree in a related field or an equivalent combination of education and experience.
• Minimum 3 years of administrative support experience in a healthcare, academic, or similarly complex professional environment, including experience coordinating complex calendars, meetings, schedules, travel, and multiple competing priorities.

Preferred

• Working knowledge of medical terminology and/or experience supporting clinical operations.
• Working knowledge of UCI/UC Irvine Health policies, procedures, financial systems, reimbursement processes, and academic personnel processes.
• Experience supporting physicians or faculty in an academic medical center and coordinating clinical or on-call schedules across multiple locations.

Special Conditions

• Schedule may vary based on operational and coverage needs. The position must be able to work onsite during the established schedule and may occasionally need to adjust work hours to support early or late meetings, conferences, deadlines, or urgent scheduling and coverage changes. Occasional local travel between UCI and affiliated clinical sites may be required.

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