Administrative Assistant III

About Us

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.

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.

About the Role

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.

Responsibilities

• Manage complex calendars, including scheduling meetings and coordinating travel arrangements.
• Organize meetings and events.
• Provide general office support.
• Prioritize multiple time-sensitive assignments while exercising independent judgment, critical thinking, and problem-solving skills.
• Write and edit grammatically correct business correspondence such as brief memoranda and letters from written or oral instructions.
• Use proper typing formats including bibliographies, charts, and tables.
• 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.

Requirements

• 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.
• 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, and making travel arrangements.
• Fast and accurate typing and proofreading skills.
• Experience working in a medical setting with physicians and staff.
• Applied knowledge of medical terminology.

Preferred Qualifications

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

Schedule

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.

Benefits

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.