Administrative Coordinator

Who We Are 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. What It Takes to be Successful Required: 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 Total Rewards In addition to the salary range listed below, we offer a wealth of benefits to make working at UCI even more rewarding. These benefits may include medical insurance, sick and vacation time, retirement savings plans, and access to a number of discounts and perks. Please utilize the links listed here to learn more about our compensation practices and benefits. Conditions of Employment: The University of California, Irvine (UCI) seeks to provide a safe and healthy environment for the entire UCI community. As part of this commitment, all applicants who accept an offer of employment must comply with the following conditions of employment: Background Check and Live Scan Employment Misconduct* Legal Right to work in the United States Vaccination Policies Smoking and Tobacco Policy Drug Free Environment *Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer. The following additional conditions may apply, some of which are dependent upon business unit or job specific requirements. California Child Abuse and Neglect Reporting Act E-Verify Pre-Placement Health Evaluation Details of each policy may be reviewed by visiting the following page - https://hr.uci.edu/new-hire/conditions-of-employment.php Closing Statement: The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories covered by the UC Anti-Discrimination Policy. We are committed to attracting and retaining a diverse workforce along with honoring unique experiences, perspectives, and identities. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable, and welcoming. UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at (949) 824-0500 or eec@uci.edu. Consideration for Work Authorization Sponsorship Must be able to provide proof of work authorization