Administrative Assistant

Administrative Assistant III

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.

The Department of Neurosurgery within the UC Irvine School of Medicine is dedicated to the diagnosis and treatment of disorders of the brain, spine, and nervous system. The department supports clinical care, research, and education through collaboration among physicians, trainees, researchers, and administrative professionals. In alignment with the School of Medicine's mission to Discover, Teach, and Heal, the department contributes to advancing patient care, medical education, and scientific knowledge.

Your Role on the Team The AAIII position will actively participate in administrative activities for the Department of Neurological Surgery, which include day-to-day problem solving and interaction with other divisions and departments. The AAIII candidate must be self-motivated, work with general direction, and be able to receive feedback constructively. The AIII must demonstrate ability to manage multiple priorities, exercise sound judgment and maintain discretion and professionalism while handling confidential and sensitive information. The AAIII will have responsibility, including purchasing, reimbursements, honoraria, travel arrangements, other related activities, ensuring compliance with institutional policies. Additional responsibilities include, managing various administrative and operational projects, providing project support through scheduling, agenda preparation, meeting minutes, document development, briefings, and related support. Must be able to work with different groups within the university system. The AAIII will assist the department of Neurological Surgery Financial Analyst with departmental reimbursements through payment processing and reimbursement of expenses such as travel, membership dues, licenses, registration fees, entertainment, honoraria, etc. Serve as administrative assistant to department leadership and faculty in support of functions to include maintaining calendars, scheduling travel, on and off-site meetings, appointments, transcription/typing all correspondence, letter writing, updating curriculum vitae, and responds to students', trainees' and faculties' requests. Answer phone calls, take messages, respond to emails, and serve as backup to any administrative tasks as necessary due to unforeseen absences/ vacancies and/ or additional workload. Other assignments assigned by supervisor or department administrator.

What It Takes to be Successful Required: Demonstrated skill in reconciliation, recordkeeping and analyzing information. Demonstrated skill and experience in reimbursements, patient referrals, and healthcare insurance. Demonstrated experience with UCI systems- Epic, GE, Excel, Word, Adobe Acrobat. Demonstrated ability to organize and coordinate administrative tasks, maintain detailed documentation, and follow through on assignments with accuracy and attention to detail. Demonstrated skill in auditing incoming information. Demonstrated excellent interpersonal skills and ability to communicate effectively with a diverse group of individuals in a professional manner. Ability to demonstrate computer proficiency using various software programs and database management. Ability to analyze information, problems, situations and procedures and being resourceful enough to find appropriate solutions. Ability to work effectively as a team. Ability to anticipate possible issues and try to eliminate or mitigate. Ability to be flexible and work independently as well as collaboratively with faculty and staff to achieve defined goals. Ability to exercise sound judgment, maintain confidentiality, and handle sensitive information with discretion and professionalism. Bachelor of Arts/ Bachelor of Science in related field, or equivalent experience. 1-3 years of related experience. Preferred: Demonstrated skill in understanding basic account principles.