University of California Irvine
Updated: Aug 26, 2020
Location: UC Irvine Campus
Job Opening ID: 10305
Reports To: MSO
Working Title: SCHEDULING ASSISTANT
Bargaining Unit: CX
Payroll Job Code: 004722
Job Location: UCI Med Center-Orange
Percent of Time: 100%
Work Schedule: 8-5, M-F
Employee Class: Career
Under the direct supervision of the Office Manager and the guidance of the Director of Scheduling, the Scheduling Administrative Assistant is responsible for providing staff support to the Scheduling team in the areas of complex scheduling for all departmental clinical and non-clinical activities. The incumbent assists in maintaining, organizing, preserving pertinent electronic and hard copy files and other records that are part of the scheduling history for the Department. Assists the Scheduling team in maintaining the Department's scheduling system. The incumbent assists in maintaining general correspondence, answers phone calls, takes minutes of meetings, transcribes the minutes, and prepares PowerPoints and handouts for meetings. The incumbent assists in an array of Scheduling projects related to Faculty, Fellow, Resident, Certified Nurse Anesthetist (CRNA), and Nurse Practitioner clinical and non-clinical schedules. Provides general clerical as well as secretarial assistance to departmental staff.
High-level computer skills, experience with computerized databases. Resourcefulness in finding appropriate solutions to problems and initiative in presenting alternatives and implementing solutions to ensure effective change. Strong organizational and time management skills, customer-service skills and the ability to support team effectively. Knowledge of MS Office Suite, and PowerPoint. Excellent ability to maintain confidentiality regarding sensitive issues and discretion in communicating with colleagues and constituents. Ability to approach a wide range of projects with an eye for detail as well as careful attention to messaging and quality of writing. Self-starter and demonstrated initiative as well as good judgment in determining when additional guidance is needed. Ability to independently organize tasks and meet deadlines in a position that requires attention to multiple projects, and to work quickly and effectively on deadline projects in a busy office environment with frequent interruptions. Ability to work independently and follow through on assignments with minimal supervision. Skill in writing concise, grammatically correct correspondence. Ability to keep accurate records.
Knowledge of clinical/research/academic environment. Working knowledge of Scheduling Software. Experience in medical environment. Experience working with academic institution of higher education. Skill to create and maintain tracking systems to manage a large volume of information. Basic to mid-level accounting skills.
Incumbent must have the ability to occasionally work overtime and week-end hours to meet and complete deadlines, as assigned and approved by management.
Final candidate subject to background check. As a federal contractor, UC Irvine is required to use E-Verify to confirm the work status of individuals assigned to perform substantial work under certain federal contracts/subcontracts.
The University of California, Irvine is an Equal Opportunity/Affirmative Action Employer advancing inclusive excellence. 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 nondiscrimination policy.
UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at (949) 824-0500.
To apply, visit https://careersucirvine.ttcportals.com/jobs/5529597-scheduling-assistant
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