Admin Assistant III - Hematology/Oncology

University of California, Irvine•Orange, CA

4d•Onsite

About The Position

The Department of Medicine at UC Irvine has 11 divisions, more than 300 employees, and over $68 million in expenditures annually. Its mission is to provide high-quality, patient-centered healthcare while training future clinicians and researchers. The department focuses on developing, teaching, and practicing evidence-based medicine for the benefit of people in California and beyond. Under the general supervision of the Division Administrator, the Admin Assistant III provides administrative support to a faculty group of 25–30 members. This role manages a broad range of academic and operational functions crucial for supporting the division’s clinical, academic, and research missions. The position is responsible for processing reimbursements, submitting purchase orders, and ensuring the smooth execution of daily academic operations. It supports faculty and advanced practice provider recruitment, managing all aspects of onboarding and offboarding, including IT access, HR documentation, compliance tracking, and systems setup. The role also assists with the onboarding of clinical observers, student researchers, and other academic affiliates. The Admin Assistant III coordinates all academic personnel actions for their assigned faculty, including merit and promotion processes. Additionally, it oversees medical staff-related matters, collaborating with Provider Relations to maintain accurate provider profiles and working with faculty to keep academic and public-facing information current. As the central administrative liaison for their assigned faculty group, the Admin Assistant III ensures seamless coordination across academic, clinical, and operational domains, supporting division-wide efficiency and compliance.

Requirements

Strong understanding of administrative processes, including reimbursements, purchasing, and scheduling.
Ability to interpret and apply institutional policies and procedures accurately.
Demonstrated ability to manage multiple priorities, meet deadlines, and adapt to shifting demands in a high-volume environment.
Excellent written and verbal communication skills, with the ability to clearly convey information to faculty, staff, and institutional partners.
Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and comfort learning new systems (e.g., EPIC, HR/payroll platforms, scheduling tools).
Ability to work both independently and as part of a team, maintaining strong working relationships across diverse stakeholders.
Strong analytical and problem-solving skills, with the ability to exercise sound judgment within established guidelines.
Demonstrated ability to handle sensitive information with discretion and maintain a high level of professionalism.
Bachelor’s degree in health administration, business or related field or related experience.
Minimum of one year of administrative experience in an administrative assistant role.
Experience providing administrative support, coordinating schedules, and applying institutional policies and procedures.
Must be able to provide proof of work authorization

Responsibilities

Processing reimbursements
Submitting purchase orders
Ensuring the smooth execution of daily academic operations
Supporting recruitment efforts for faculty and advanced practice providers
Overseeing all aspects of onboarding and offboarding including IT access, HR documentation, compliance tracking, and systems setup
Assisting with the onboarding of clinical observers, student researchers, and other academic affiliates
Coordinating all academic personnel actions for assigned faculty, including merit and promotion processes
Overseeing medical staff-related matters
Collaborating with Provider Relations to maintain current and accurate provider profiles
Working directly with faculty to keep academic and public-facing information up to date
Ensuring seamless coordination across academic, clinical, and operational domains
Supporting division-wide efficiency and compliance