"Administrative Officer"

Administrative Officer

Req ID: 141618

Location: Orange, California

Division: School of Medicine

Department: DOM General Internal Medicine

Position Type: Full Time

Salary Range Minimum: USD $32.74/Hr.

Salary Range Maximum: USD $52.54/Hr.

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.

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

The Department of Medicine's General Internal Medicine and Rheumatology Divisions are seeking an Administrative Officer II. Under the general supervision of the Division Administrator, the Administrative Officer II provides high-level support to Division Leadership and plays a key role in managing a variety of operational functions. The Administrative Officer II serves as a liaison between division leadership and administrative staff, ensuring smooth communication and efficient operations. The Administrative Officer II must be able to analyze data, to produce well-organized reports, and have strong analytic and writing skills.

The Administrative Officer II will work closely with the Department of Medicine's Academic Affairs team to complete academic personnel actions. The Administrative Officer II is responsible for overseeing the onboarding of faculty and Advanced Practice Providers (APPs), managing provider profiles and compliance, and contributing to strategic planning efforts. The Administrative Officer II plays a vital role in the seamless onboarding of new faculty and APPs, ensuring that all operational and systems readiness requirements are met. By collaborating with other administrative staff, the Administrative Officer II helps maintain operational continuity, streamline workflows, and improve administrative processes across the divisions, contributing to the overall efficiency of day-to-day operations.

The Administrative Officer II also supports clinical operations by assisting with faculty clinic scheduling, including the creation, modification, and closure of clinic templates. The position also maintains on-call schedules, including entering on-call schedule changes in QGenda. The position monitors clinical productivity across division sites, tracks performance against established benchmarks, and escalates any issues to the Division Administrator as necessary.

The Administrative Officer II plays a central role in division financial and operational processes, including managing KFS requisitions, troubleshooting issues with Supply Chain Management or Procurement, and processing travel and reimbursement requests. Working with the Division Administrator, the Administrative Officer II prepares income statements, reviews general ledger transactions for accuracy and adjusts as necessary, reconciles payroll, and generates financial reports.

Additionally, the Administrative Officer II is responsible for finding preceptors, overseeing schedules, sending evaluations, releasing grades for learner rotations in the division's medical electives, and processing clinic shadowing requests.

What It Takes to be Successful

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.
• Bachelor's degree in related area and / or equivalent experience / training
• A minimum of 3 years of experienceMinimum 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.