Administrative Asstistant III

Irvine, Orange County
Aug 04, 2014
Department: Orthopaedic Surgery
Req No.: 2014-0595
Location: UCI Medical Center - Orange

Job Summary

Under the general supervision of the assigned faculty members and Administrator of the Department of Orthopaedic Surgery in the School of Medicine, incumbent performs administrative support, liaison, and project coordination for four or more faculty. The position also serves as a liaison between department faculty, medical center, college, campus, and public officials. Requires demonstrated proficiency in preparation, transcription, updating curriculum and editing of a wide variety of scientific correspondence.


Salary: Hourly $19.65

Work Schedule: 8-5, M-F

Career Position.

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.

Please attach your resume.


Click here to see the Orthopaedic Surgery website.


View Job Description for the position requirements.

Job Description
Job Essential Function 1
Percent of Time: 30%

Develops and coordinates projects within the Chairman s Office and department faculty as they relate to Orthopaedic Surgery.  With direction from the Faculty and Supervisor, gathers, evaluates and analyzes complex and often confidential data to accomplish assigned duties. Creates and summarizes reports for special projects and presentations as assigned by faculty meetings and/or medical conferences; communicates by phone, e-mail, and in person with faculty, medical center, college, campus officials, residents, medical students, and public officials, in order to resolve issues and/or determine the involvement of the Faculty.   Composes correspondence and response on behalf of assigned faculty to inquiries and redirects material to appropriate faculty or staff for response/follow-up. Coordinates the scheduling of faculty appointments, including those with University officials, representatives from private and public agencies, and patient clinics setting priorities, providing background information and screening as appropriate. Assuming appropriate action to ensure meetings are set with priority and coordination to ensure special report deadlines and goals can be accomplished.  Acts as the primary liaison with ASHUNYA, the department s outside transcription service, to insure that all correspondence is professional, accurate and returned within the timeline specified in the contract. Effectively responds to faculty concerns or issues related to transcription services insuring that all problems are followed up on and resolved to the satisfaction of the faculty.
Job Essential Function 2
Percent of Time: 30%

Update Orthopaedic Surgery Department Website and other department websites. Creation and maintenance of special pages, including creation of template pages, linking pages and training of student staff in proper update procedures. Acts as liaison with the faculty and legal office. Prepares and monitors all med-legal appointments and documents, Coordinates and prepares agenda for Executive Faculty monthly meeting using previous minutes, e-mails, notes and attachments. Update doctor s weekly information.
Job Essential Function 3
Percent of Time: 30%

Administrative/Secretarial Support: Maintain physician professional calendars, scheduling meetings, appointments, out of town trips etc. Maintain weekly appointments for physicians, travel arrangements, file, sort, mail and fill out necessary forms as needed for the physicians. Compose, transcribe and type correspondence. Type lectures and manuscripts. Track physician s CME credits and input information to keep report current on monthly basis. Report CME compliance to Medical Staff Office. Manage and maintain physicians  med legal activity. Work with printers to obtain quotes and set up print jobs. Send out work to printers and follow up on print schedules. Prepare and distribute doctors  weekly schedule. Follows up with appropriate department managers to ensure deadlines are met and appropriate actions are being taken.Acts as back up for the purchasing assistant in the department.Travel/Purchasing Process appropriate documentation for payment of honorariums and back up for reimbursement of travel expenses, Processes Form 5, Payquest and PalCard and online purchasing transactions. Other special projects as assigned by Administrator and/or Supervisors.
Job Essential Function 4
Percent of Time: 10%

Prepares, transcribes, and/or edits a wide variety of scientific correspondence. Drafts correspondence letters as requested by faculty. Coordinates faculty members assigned editorial journal review activities including maintaining status of all submitted manuscripts, preparation of manuscripts for review/comments, communication with journal editors and editorial staff, coordination of reviewer responses and final outcome. Prepares and distributes publicity for external and University publications. Maintains assigned faculty members Curriculum Vitae and CME certification report current on monthly basis.
Ability to analyze administrative problems involving long range planning including location of sources for information and data.
Experience in determining priorities and making independent decisions based on general instructions and accumulated knowledge.
Skill to complete diverse unit support tasks in a timely and accurate manner.
Skill to compose and prepare narratives, graphs, and tables quickly, accurately and grammatically using word processing software.
Demonstrated proficiency in the independent preparation, transcription, and editing of a wide variety of scientific correspondence.  
Demonstrated ability to establish and maintain effective working relationships and communications with all levels of campus and hospital administration, faculty, staff, patients, and the public.
Experience working in an academic, medical, or research setting.
Effective oral and written communication skills.
Ability to perform responsibilities independently; demonstrated problem solving skills.
Demonstrated ability to maintain strict confidentiality and to interact on sensitive issues with tact and diplomacy.
Organizational skills to establish effective workload priorities to facilitate multiple programmatic functions including clinical, educational, and research.
Skill and experience in performing a variety of duties, often changing from one to another with frequent interruptions.
Ability to coordinate material from a variety of sources and synthesize data into a logical format for presentation.
Demonstrated strong administrative skills, such as accurate keyboarding, proofreading, and telephone techniques.  Ability to take, transcribe, and edit minutes or other material from a variety of sources.  Experience in transcribing from machine dictation.
Demonstrative ability to compose business correspondence, preparing documents, and facilitating the production of materials.
Demonstrated knowledge of computer software applications including Microsoft Office.
Demonstrated knowledge of UCI/Hospital/departmental policies, procedures, and program.
Below are general guidelines on the position's physical, mental, and environmental working conditions.
In accordance with applicable state and federal law, UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at (949) 824-5210.
Bend: Occasionally
Squat: Occasionally
Crawl: Not Applicable
Climb: Not Applicable
Kneel: Occasionally
Handle Objects: Frequently
Push/Pull: Occasionally
Reach Above Shoulder Level: Occasionally
Sit: Constantly
Stand: Not Applicable
Walk: Occasionally
Use Fine Finger Movements: Frequently
Carry/Lift Loads up to 25 Pounds: Occasionally
Carry/Lift loads between 25-50 lbs: Not Applicable
Carry/Lift Loads over 50 Pounds: Not Applicable
Read/Comprehend: Constantly
Write: Constantly
Perform Calculations: Occasionally
Communicate Orally: Constantly
Reason and Analyze: Frequently
Chemical/Biological Agent: Not Applicable
Construction Activities: Not Applicable
Contact with Water/Liquids: Not Applicable
Drive Motorized Equipment: Not Applicable
Confined Spaces: Not Applicable
Elevated Work Location: Not Applicable
Radioactive Materials: Not Applicable
Temperature Variations: Not Applicable
Gas System: Not Applicable