Administrative Assistant III

University of California, Irvine•Orange, CA

2d•Onsite

About The Position

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.

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.
Skill in writing and editing grammatically correct business correspondence such as brief memoranda and letters from written or oral instructions.
Knowledge of proper typing formats including Bibliographies, charts, and tables.
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, making travel arrangements, etc.
Fast and accurate typing and proofreading skills.
Ability to 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.
Experience working in a medical setting with physicians and staff.
Applied knowledge of medical terminology.
Must be able to provide proof of work authorization

Nice To Haves

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

Responsibilities

Managing complex calendars
Coordinating travel arrangements
Organizing meetings and events
Providing general office support
Prioritizing multiple time-sensitive assignments
Exercising independent judgment, critical thinking, and problem-solving skills
Working collaboratively in a team-oriented environment
Building and maintaining positive working relationships with faculty, staff, and leadership
Contributing to the overall success of the department