Administrative Coordinator

University of California, Irvine•Irvine, CA

About The Position

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. To learn more about UC Irvine, visit www.uci.edu. At UC Irvine's Gavin Herbert Eye Institute and Department of Ophthalmology, our faculty of internationally recognized physicians, surgeons and scientists provide highly specialized training to future ophthalmologists, access to leading-edge clinical trials as well as sight-saving treatments and therapies for virtually any eye disorder. Eye surgeons, stem cell researchers, geneticists, infectious disease specialists and engineers are working on technologies and treatments for macular degeneration, diabetic retinopathy, glaucoma, corneal disease and cataracts as well as a vaccine to prevent eye and genital herpes infections. These efforts have vaulted UC Irvine School of Medicine into the top echelons of U.S. institutions receiving National Institutes of Health grants for vision research. Our goal is to spark innovation and continue to revolutionize patient care. Your Role on the Team Provides administrative support to faculty members as assigned. Uses independent judgment, tact and diplomacy on sensitive issues; establishes workload priorities to facilitate multiple functions in a constantly changing environment. Acts as a liaison in the full range of UCI, UC Irvine Health, Clinical, School of Medicine, community, national and international professional activities. Responsible for all aspects of Independent Medical Examinations (IME), including coordinating meetings with attorney s office, logging faculty s time, scheduling patient exams, and invoicing attorney's office for technical fees, professional fees, and expert witness services. Maintains strict confidentiality and interacts on sensitive issues with tact and diplomacy with written and oral communication between the faculty, staff within and outside the Department, as well as patients. Acts as a liaison and is responsible for coordinating all aspects of a VIP visit, both local and international including, travel arrangements, clinic scheduling, accommodations, and personal correspondence. Communicates effectively and in a highly professional manner through email, telephone calls, and correspondence. Answers multi-line phone in a timely manner and displays professional phone etiquette at all times when speaking to referring physicians, patients, faculty, staff and the general public. Provides information when possible, or redirects other callers to the appropriate faculty, office or department. Initial contact for patients, various outside organizations and other UCI Faculty, representing the department in a positive and proactive manner. Keeps detailed and organized calendars for multiple commitments to include surgical requirements, call schedules, university, public service and other professional activities. Communicates with faculty regarding calendars and changes in schedules. Process all faculty academic leave/vacation requests, surgery schedule changes and clinic schedule changes.Independent Medical Examinations (IME), including coordinating meetings with attorney s office, logging faculty s time, scheduling patient exams, and invoicing attorney's office for technical fees, professional fees, and expert witness services. Maintains strict confidentiality and interacts on sensitive issues with tact and diplomacy with written and oral communication between the faculty, staff within and outside the Department, as well as patients. Acts as a liaison and is responsible for coordinating all aspects of a VIP visit, both local and international including, travel arrangements, clinic scheduling, accommodations, and personal correspondence. Communicates effectively and in a highly professional manner through email, telephone calls, and correspondence. Answers multi-line phone in a timely manner and displays professional phone etiquette at all times when speaking to referring physicians, patients, faculty, staff and the general public. Provides information when possible, or redirects other callers to the appropriate faculty, office or department. Initial contact for patients, various outside organizations and other UCI Faculty, representing the department in a positive and proactive manner. Keeps detailed and organized calendars for multiple commitments to include surgical requirements, call schedules, university, public service and other professional activities. Communicates with faculty regarding calendars and changes in schedules. Process all faculty academic leave/vacation requests, surgery schedule changes and clinic schedule changes. Makes various arrangements for meetings and events including but not limited to: reserving conference rooms, classrooms, event space, equipment, arranging catering, parking, and notifying appropriate personnel of any changes in a timely manner. Independently coordinates local, national and international travel and program arrangements. Arranges itinerary, hotel, conference, visa applications, airline reservations and registration. Responsible for the maintenance and archiving of any service line specific photographs and videos in compliance with HIPPA Maintains documentation to ensure timely renewals of physician's licensures, certifications, DEA and annual society membership dues, as well as training and occupational health compliance.

Requirements

Thorough knowledge of administrative procedures and processes including word processing, spreadsheet and database applications.
Requires good verbal and written communication skills, active listening, critical thinking, multi-tasking and time management skills.
Skill in managing sensitive and confidential information regarding bargaining unit issues.
Requires interpersonal and work leadership skills to provide guidance to other nonexempt personnel.
Demonstrated proficiency using software, including Microsoft Office; Word and Excel for word-processing. Ability to utilize resources.
Demonstrated ability to use the copier, FAX machine, Zoom meetings, conference lines and transcription equipment.
Experience working in a medical setting with physicians, patients, and staff.
High school diploma or equivalent experience
Must be able to provide proof of work authorization

Responsibilities

Provides administrative support to faculty members as assigned.
Uses independent judgment, tact and diplomacy on sensitive issues; establishes workload priorities to facilitate multiple functions in a constantly changing environment.
Acts as a liaison in the full range of UCI, UC Irvine Health, Clinical, School of Medicine, community, national and international professional activities.
Responsible for all aspects of Independent Medical Examinations (IME), including coordinating meetings with attorney s office, logging faculty s time, scheduling patient exams, and invoicing attorney's office for technical fees, professional fees, and expert witness services.
Maintains strict confidentiality and interacts on sensitive issues with tact and diplomacy with written and oral communication between the faculty, staff within and outside the Department, as well as patients.
Acts as a liaison and is responsible for coordinating all aspects of a VIP visit, both local and international including, travel arrangements, clinic scheduling, accommodations, and personal correspondence.
Communicates effectively and in a highly professional manner through email, telephone calls, and correspondence.
Answers multi-line phone in a timely manner and displays professional phone etiquette at all times when speaking to referring physicians, patients, faculty, staff and the general public.
Provides information when possible, or redirects other callers to the appropriate faculty, office or department.
Initial contact for patients, various outside organizations and other UCI Faculty, representing the department in a positive and proactive manner.
Keeps detailed and organized calendars for multiple commitments to include surgical requirements, call schedules, university, public service and other professional activities.
Communicates with faculty regarding calendars and changes in schedules.
Process all faculty academic leave/vacation requests, surgery schedule changes and clinic schedule changes.
Makes various arrangements for meetings and events including but not limited to: reserving conference rooms, classrooms, event space, equipment, arranging catering, parking, and notifying appropriate personnel of any changes in a timely manner.
Independently coordinates local, national and international travel and program arrangements.
Arranges itinerary, hotel, conference, visa applications, airline reservations and registration.
Responsible for the maintenance and archiving of any service line specific photographs and videos in compliance with HIPPA
Maintains documentation to ensure timely renewals of physician's licensures, certifications, DEA and annual society membership dues, as well as training and occupational health compliance.