Administrative Assistant III

University of California, Irvine•Orange, CA

2d•Onsite

About The Position

The incumbent serves as the dedicated Program Coordinator for the UCI Military-Civilian Partnership Program, Medical Education Programs, and Quality Improvement projects within the Department of Surgery. Operating under general direction of the Director of Education, the program coordinator independently manages day-to-day support of the UCI Military-Civilian Partnership Program. The coordinator serves as the primary point of contact and liaison for all military personnel rotating through UCI Medical Center, working directly with Medical Staff Administration and Academic Affairs to credential military medical personnel, ensuring all required documentation, licensure, and privileging requirements are met prior to each rotation, while also managing rotation schedules, tracking Knowledge, Skills, and Abilities (KSAs) for each rotating military provider, and evaluating each rotation for its educational effectiveness and alignment with training objectives. In support of Medical Education and Quality Improvement programs, the coordinator collaborates closely with the Education Director and Vice Chairs of Education and Quality to plan, develop, and execute long-range education projects and quality improvement initiatives, organizing continuing education programs and workshops, coordinating didactic opportunities, tracking QI project timelines, and ensuring all program activities are documented and aligned with departmental goals. Across all program areas, the coordinator develops and maintains organized tracking systems, responds promptly and professionally to inquiries from military personnel, faculty, staff, and external partners, prepares and proofreads documents and correspondence, manages competing priorities and deadlines, and proactively communicates potential conflicts or gaps to program leadership to ensure the seamless and efficient operation of all programs.

Requirements

Demonstrated ability to establish and maintain effective working relationships with all levels of campus and hospital administration, faculty, staff, patients, and the public while maintaining strict confidentiality on sensitive issues with tact and diplomacy.
Experience working in an academic, medical or research setting.
Previous experience working in a university, military, research environment.
Excellent interpersonal skills.
Experience with medical staff credentialing or privileging processes, or familiarity with military personnel documentation requirements.
Demonstrated cultural awareness and ability to communicate diplomatically with individuals from diverse professional backgrounds, including military personnel and academic medical faculty.
Familiarity with quality improvement methodologies (e.g., PDSA cycles, IHI, process mapping, data tracking) as applied in a clinical or academic medical setting.
Knowledge of ACGME, CME accreditation processes, or graduate medical education administrative requirements.
Demonstrated ability to triage competing priorities, respond to time-sensitive requests, and maintain composure and accuracy under pressure in a fast-paced academic medical environment.
Strong communication skills, both oral and written.
Skill for attentive and detail-oriented document editing, reference management, and proofreading with care.
Proficient note taking and follow-through of tasks.
Fast and accurate typing with emphasis on accurate spelling, grammar, and punctuation.
Experience working with Word, Microsoft Excel, and PowerPoint graphics software.
Ability to work independently and manage ongoing, multiple tasks and deal with deadlines in fast paced, dynamic environment.
Bachelor's degree in related areas or equivalent combination of education and/or experience.
A minimum of 5 years of experience.
Must be able to provide proof of work authorization.

Nice To Haves

Experience with medical staff credentialing or privileging processes, or familiarity with military personnel documentation requirements.
Familiarity with UC policies and procedures.
Knowledge of Medical Terminology and Medical transcription.

Responsibilities

Serves as the primary point of contact and liaison for all military personnel rotating through UCI Medical Center.
Works directly with Medical Staff Administration and Academic Affairs to credential military medical personnel, ensuring all required documentation, licensure, and privileging requirements are met prior to each rotation.
Manages rotation schedules, tracking Knowledge, Skills, and Abilities (KSAs) for each rotating military provider.
Evaluates each rotation for its educational effectiveness and alignment with training objectives.
Collaborates closely with the Education Director and Vice Chairs of Education and Quality to plan, develop, and execute long-range education projects and quality improvement initiatives.
Organizes continuing education programs and workshops.
Coordinates didactic opportunities.
Tracks QI project timelines, and ensures all program activities are documented and aligned with departmental goals.
Develops and maintains organized tracking systems.
Responds promptly and professionally to inquiries from military personnel, faculty, staff, and external partners.
Prepares and proofreads documents and correspondence.
Manages competing priorities and deadlines.
Proactively communicates potential conflicts or gaps to program leadership to ensure the seamless and efficient operation of all programs.