Gynecologic Oncology Administrative Assistant

University of California, Irvine•Orange, CA

2d•Onsite

About The Position

Within the Department of Obstetrics and Gynecology, the Administrative Assistant 3 provides dedicated, comprehensive administrative support to the Gynecologic Oncology Division, including the Division Director, Vice Chair of Research, Fellowship Director, and assigned full-time faculty. The position serves as a central point of coordination for the division's clinical, leadership, academic, research, and administrative activities. Major responsibilities include developing and maintaining complex faculty clinical schedules and on-call coverage across multiple clinical sites; develop and coordinate coursework for annual cytocourse conference; coordinating clinic changes and coverage needs; managing complex calendars; coordinating meetings, conferences, travel, and reimbursements; supporting faculty academic and professional activities; and assisting with research, fellowship, and special projects. The position works independently to prioritize multiple time-sensitive assignments, exercise sound judgment, identify and resolve scheduling and operational issues, and communicate effectively with faculty, staff, leadership, clinical partners, and internal and external stakeholders. The incumbent must maintain confidentiality, demonstrate strong organizational and problem-solving skills, and ensure assignments and projects are completed accurately and timely in support of the division and department's clinical, academic, research, and strategic missions.

Requirements

Excellent interpersonal and communication skills, with demonstrated ability to establish effective working relationships and exercise judgment, tact, diplomacy, and professionalism when interacting with faculty, staff, leadership, clinical partners, and internal and external stakeholders.
Strong written and verbal communication skills, including demonstrated ability to draft, edit, proofread, and format professional correspondence, reports, presentations, meeting materials, and other business documents with accuracy and attention to detail.
Demonstrated proficiency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint, and ability to learn and effectively use departmental and University systems and technology.
Demonstrated experience managing complex calendars, coordinating meetings and events, arranging travel, and independently prioritizing multiple competing and time-sensitive assignments.
Demonstrated organizational, analytical, critical-thinking, and problem-solving skills with the ability to identify issues, exercise independent judgment, and follow assignments and projects through to completion.
Ability to maintain confidentiality and adhere to policies and procedures regarding privacy and access to patient health information, including compliance with HIPAA and applicable state and federal requirements.
Demonstrated ability to coordinate complex schedules and communicate schedule or coverage changes accurately and timely across multiple stakeholders and locations.
Bachelor's degree in a related field or an equivalent combination of education and experience.
Minimum 3 years of administrative support experience in a healthcare, academic, or similarly complex professional environment, including experience coordinating complex calendars, meetings, schedules, travel, and multiple competing priorities.

Nice To Haves

Working knowledge of medical terminology and/or experience supporting clinical operations.
Working knowledge of UCI/UC Irvine Health policies, procedures, financial systems, reimbursement processes, and academic personnel processes.
Experience supporting physicians or faculty in an academic medical center and coordinating clinical or on-call schedules across multiple locations.

Responsibilities

Developing and maintaining complex faculty clinical schedules and on-call coverage across multiple clinical sites
Develop and coordinate coursework for annual cytocourse conference
Coordinating clinic changes and coverage needs
Managing complex calendars
Coordinating meetings, conferences, travel, and reimbursements
Supporting faculty academic and professional activities
Assisting with research, fellowship, and special projects
Prioritize multiple time-sensitive assignments
Exercise sound judgment
Identify and resolve scheduling and operational issues
Communicate effectively with faculty, staff, leadership, clinical partners, and internal and external stakeholders
Maintain confidentiality
Ensure assignments and projects are completed accurately and timely