"Division Assistant"

Division Assistant

Req ID: 141714
Location: Orange, California
Division: School of Medicine
Department: DOM Rheumatology
Position Type: Full Time
Salary Range Minimum: USD $29.40/Hr.
Salary Range Maximum: USD $42.14/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

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 travel and expense reimbursement, many of which are on federal awards. Incumbent will be responsible for purchasing for multiple laboratories using Kuali Financial system and pal card when appropriate. Incumbent will 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.

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.
• 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.