Admin Officer II

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 Division of Hospital Medicine & Palliative Medicine delivers high-acuity, multidisciplinary care across the enterprise and supports a growing faculty base engaged in clinical, research, and academic missions. The administrative team provides critical infrastructure to support faculty operations, clinical scheduling, onboarding, academic actions, and institutional compliance, ensuring the division's continued success and growth.

Under the general supervision of the Division Administrator for the Division of Hospital Medicine & Palliative Medicine, the Administrative Officer II (AO2) provides high-level administrative support to Division Leadership and plays a key role in managing a variety of operational functions. The AO2 is responsible for coordinating academic personnel actions, overseeing the onboarding of faculty and Advanced Practice Providers (APPs), scheduling and coordinating learner rotations and evaluations, managing provider profiles and compliance, and contributing to strategic planning efforts. Additionally, the AO2 serves as a liaison between division leadership and administrative staff, ensuring smooth communication and efficient operations.

The AO2 also supports clinical operations by assisting with faculty clinic scheduling, including the creation, modification, and closure of clinic templates based on approved time off and clinical assignments. The position monitors clinical productivity across division sites, tracks performance against established benchmarks, and escalates any issues to the Division Administrator as necessary.

In addition, the AO2 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 AO2 helps maintain operational continuity, streamline workflows, and improve administrative processes across the division, contributing to the overall efficiency of day-to-day operations.

Required:

• Ability to gather, organize, and analyze operational and scheduling information to support clinical and academic programs.
• Excellent written and verbal communication skills with the ability to clearly convey complex information to diverse stakeholders.
• Proficiency using Microsoft Office and database tools (e.g., Excel, Outlook, and institutional systems such as EPIC, Tableau, or DSS).
• Demonstrated ability to prioritize tasks, work under pressure, and manage multiple assignments in a high-volume environment.
• Ability to adapt to changing priorities.
• Ability to function as a member of a team.
• Intermediate knowledge and understanding of internal control practices and their impact on protecting University resources.
• Experience maintaining or updating institutional data such as provider profiles, clinic templates, or reporting dashboards.
• Bachelor's degree in related area and / or equivalent experience / training
• Minimum of two years of administrative experience in an academic institution.

Preferred:

• Strong working knowledge of UC administrative policies, reimbursement processes, and clinical operations workflows.
• Experience developing and managing budgets, researching variances and presenting recommendations for resolution.
• Experience developing and managing budgets, researching variances and presenting recommendations for resolution.
• Experience developing and managing budgets, researching variances and presenting recommendations for resolution.

Total Compensation

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.

Conditions of Employment:

The University of California, Irvine (UCI) seeks to provide a safe and healthy environment for the entire UCI community. As part of this commitment, all applicants who accept an offer of employment must comply with the following conditions of employment:

• Background Check and Live Scan
• Employment Misconduct*
• Legal Right to work in the United States
• Vaccination Policies
• Smoking and Tobacco Policy
• Drug Free Environment

*Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

The following additional conditions may apply, some of which are dependent upon business unit or job specific requirements.

• California Child Abuse and Neglect Reporting Act
• E-Verify
• Pre-Placement Health Evaluation

Details of each policy may be reviewed by visiting the following page - https://hr.uci.edu/new-hire/conditions-of-employment.php

Closing Statement:

The University of California is an Equal Opportunity Employer. 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 Anti-Discrimination Policy.

We are committed to attracting and retaining a diverse workforce along with honoring unique experiences, perspectives, and identities. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable, and welcoming.

UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at (949) 824-0500 or eec@uci.edu.