Admin Officer II

University of California, Irvine•Orange, CA

11d

About The Position

Under the general supervision of the Division Administrator for the Division of Hospital Medicine & Palliative Medicine, the Administrative Officer II (AO2) provides high-level administrative support to Division Leadership and plays a key role in managing a variety of operational functions. The AO2 is responsible for coordinating academic personnel actions, overseeing the onboarding of faculty and Advanced Practice Providers (APPs), scheduling and coordinating learner rotations and evaluations, managing provider profiles and compliance, and contributing to strategic planning efforts. Additionally, the AO2 serves as a liaison between division leadership and administrative staff, ensuring smooth communication and efficient operations. The AO2 also supports clinical operations by assisting with faculty clinic scheduling, including the creation, modification, and closure of clinic templates based on approved time off and clinical assignments. The position monitors clinical productivity across division sites, tracks performance against established benchmarks, and escalates any issues to the Division Administrator as necessary. In addition, the AO2 plays a vital role in the seamless onboarding of new faculty and APPs, ensuring that all operational and systems readiness requirements are met. By collaborating with other administrative staff, the AO2 helps maintain operational continuity, streamline workflows, and improve administrative processes across the division, contributing to the overall efficiency of day-to-day operations.

Requirements

Ability to gather, organize, and analyze operational and scheduling information to support clinical and academic programs.
Excellent written and verbal communication skills with the ability to clearly convey complex information to diverse stakeholders.
Proficiency using Microsoft Office and database tools (e.g., Excel, Outlook, and institutional systems such as EPIC, Tableau, or DSS).
Demonstrated ability to prioritize tasks, work under pressure, and manage multiple assignments in a high-volume environment.
Ability to adapt to changing priorities.
Ability to function as a member of a team.
Intermediate knowledge and understanding of internal control practices and their impact on protecting University resources.
Experience maintaining or updating institutional data such as provider profiles, clinic templates, or reporting dashboards.
Bachelor's degree in related area and / or equivalent experience / training
Minimum of two years of administrative experience in an academic institution.

Nice To Haves

Strong working knowledge of UC administrative policies, reimbursement processes, and clinical operations workflows.
Experience developing and managing budgets, researching variances and presenting recommendations for resolution.
Experience developing and managing budgets, researching variances and presenting recommendations for resolution.
Experience developing and managing budgets, researching variances and presenting recommendations for resolution.

Responsibilities

coordinating academic personnel actions
overseeing the onboarding of faculty and Advanced Practice Providers (APPs)
scheduling and coordinating learner rotations and evaluations
managing provider profiles and compliance
contributing to strategic planning efforts
assisting with faculty clinic scheduling, including the creation, modification, and closure of clinic templates based on approved time off and clinical assignments
monitoring clinical productivity across division sites
tracking performance against established benchmarks
ensuring that all operational and systems readiness requirements are met
maintaining operational continuity
streamlining workflows
improving administrative processes across the division