Division Assistant

The Department of Medicine is comprised of 11 divisions representing various subspecialties. The Divisions of General Internal Medicine and Rheumatology currently support 42 faculty, 3 allied health providers, and 16 affiliated faculty. The administrative team provides critical infrastructure to support division operations, clinical scheduling, onboarding, academic actions, and institutional compliance, ensuring the divisions' continued success and growth. Your Role on the Team Under the general supervision of the Division Administrator in the Department of Medicine, the Division Assistant will be responsible for providing support to the functions of all departmental divisions, including financial support in the management of unrestricted accounts and preparation of documents for travel and expense reimbursement, many of which are on federal awards. The incumbent will purchase for multiple laboratories using Kuali Financial System and PAL card when appropriate, assist with basic academic personnel matters related to preparing files, supporting documents for academic appointments, and without salary appointments. The Division Assistant works on operational and/or procedural assignments that require the exercise of considerable discretion. Required Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills. Knowledge of a variety of administrative operational activities such as event planning, accounting and payroll, purchasing. Ability to use discretion and maintain confidentiality. Skills in short‑term planning, analysis, problem‑solving, and customer service. Knowledge of financial analysis and reporting techniques, and/or human resources policies and procedures for staff and academic employees. Demonstrated ability to research, properly evaluate information, and prepare concise, well‑organized reports, summaries, and correspondence. Demonstrated skill in interacting with persons of various social, cultural, economic and educational backgrounds. Ability to prioritize assignments and achieve high productivity/quality with short time frames, under rigid deadlines, and/or in environments with frequent workload changes and competing demands. Strong attention to detail. High school diploma or equivalent experience. Minimum of 3 years' experience. Preferred Knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and/or personnel management. Knowledge of common University‑specific computer application programs. Demonstrated problem solving capabilities to resolve concerns that arise unexpectedly. Ability to independently exercise discretion and sound judgment including supervision of staff. 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: 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 View phone number on click.appcast.io or View email address on click.appcast.io. Consideration for Work Authorization Sponsorship Must be able to provide proof of work authorization. #J-18808-Ljbffr