Admin Assistant III - Hematology/Oncology

Overview:

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 has 11 divisions, more than 300 employees and more than $68 million in expenditures annually. The mission of the Department of Medicine is to deliver accessible, patient-centered healthcare of the highest caliber while training compassionate, visionary, and innovative clinicians and researchers. We develop, teach and practice state-of-the-art, evidenced-based medicine that holds the promise of a better future for the people of California and beyond.

Responsibilities:

Under the general supervision of the Division Administrator, the Blank Assistant 3 provides administrative support to a faculty group of 25–30 members. The position manages a broad range of academic and operational functions that are essential to supporting the division’s clinical, academic, and research missions.

Blank Assistant 3 is responsible for processing reimbursements, submitting purchase orders, and ensuring the smooth execution of daily academic operations. This role supports recruitment efforts for faculty and advanced practice providers, overseeing all aspects of onboarding and offboarding including IT access, HR documentation, compliance tracking, and systems setup. The position also assists with the onboarding of clinical observers, student researchers, and other academic affiliates. The Blank Assistant 3 coordinates all academic personnel actions for their assigned faculty, including merit and promotion processes. The position further oversees medical staff-related matters, collaborating with Provider Relations to maintain current and accurate provider profiles and working directly with faculty to keep academic and public-facing information up to date.

As the central administrative liaison for their assigned faculty group, the Blank Assistant 3 ensures seamless coordination across academic, clinical, and operational domains, supporting division-wide efficiency and compliance.

Qualifications:

Required:

• Administrative Knowledge – Strong understanding of administrative processes, including reimbursements, purchasing, and scheduling.
• Policy Application – Ability to interpret and apply institutional policies and procedures accurately.
• Organization & Prioritization – Demonstrated ability to manage multiple priorities, meet deadlines, and adapt to shifting demands in a high-volume environment.
• Communication – Excellent written and verbal communication skills, with the ability to clearly convey information to faculty, staff, and institutional partners.
• Technology Proficiency – Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and comfort learning new systems (e.g., EPIC, HR/payroll platforms, scheduling tools).
• Collaboration & Teamwork – Ability to work both independently and as part of a team, maintaining strong working relationships across diverse stakeholders.
• Problem Solving & Judgment – Strong analytical and problem-solving skills, with the ability to exercise sound judgment within established guidelines.
• Confidentiality & Professionalism – Demonstrated ability to handle sensitive information with discretion and maintain a high level of professionalism.
• Bachelor’s degree in health administration, business or related field or related experience.
• 1-3 yearsMinimum of one year of administrative experience in an administrative assistant role. Experience providing administrative support, coordinating schedules, and applying institutional policies and procedures.

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…