UC Irvine · 20 hours ago
Administrative Coordinator
Irvine, CA
Full-time
Onsite
New Grad, Entry LevelUC Irvine, a prestigious member of the Association of American Universities, is seeking an Administrative Coordinator for its Gavin Herbert Eye Institute and Department of Ophthalmology. The role involves providing comprehensive administrative support to faculty members, managing sensitive information, and coordinating various professional activities and events.
Higher Education
Responsibilities
Provides administrative support to faculty members as assigned
Uses independent judgment, tact and diplomacy on sensitive issues; establishes workload priorities to facilitate multiple functions in a constantly changing environment
Acts as a liaison in the full range of UCI, UC Irvine Health, Clinical, School of Medicine, community, national and international professional activities
Responsible for all aspects of Independent Medical Examinations (IME), including coordinating meetings with attorney s office, logging faculty s time, scheduling patient exams, and invoicing attorney's office for technical fees, professional fees, and expert witness services
Maintains strict confidentiality and interacts on sensitive issues with tact and diplomacy with written and oral communication between the faculty, staff within and outside the Department, as well as patients
Acts as a liaison and is responsible for coordinating all aspects of a VIP visit, both local and international including, travel arrangements, clinic scheduling, accommodations, and personal correspondence
Communicates effectively and in a highly professional manner through email, telephone calls, and correspondence
Answers multi-line phone in a timely manner and displays professional phone etiquette at all times when speaking to referring physicians, patients, faculty, staff and the general public
Provides information when possible, or redirects other callers to the appropriate faculty, office or department
Initial contact for patients, various outside organizations and other UCI Faculty, representing the department in a positive and proactive manner
Keeps detailed and organized calendars for multiple commitments to include surgical requirements, call schedules, university, public service and other professional activities
Communicates with faculty regarding calendars and changes in schedules
Process all faculty academic leave/vacation requests, surgery schedule changes and clinic schedule changes
Makes various arrangements for meetings and events including but not limited to: reserving conference rooms, classrooms, event space, equipment, arranging catering, parking, and notifying appropriate personnel of any changes in a timely manner
Independently coordinates local, national and international travel and program arrangements
Arranges itinerary, hotel, conference, visa applications, airline reservations and registration
Responsible for the maintenance and archiving of any service line specific photographs and videos in compliance with HIPPA
Maintains documentation to ensure timely renewals of physician's licensures, certifications, DEA and annual society membership dues, as well as training and occupational health compliance
Qualification
Required
Thorough knowledge of administrative procedures and processes including word processing, spreadsheet and database applications
Requires good verbal and written communication skills, active listening, critical thinking, multi-tasking and time management skills
Skill in managing sensitive and confidential information regarding bargaining unit issues
Requires interpersonal and work leadership skills to provide guidance to other nonexempt personnel
Demonstrated proficiency using software, including Microsoft Office; Word and Excel for word-processing
Ability to utilize resources
Demonstrated ability to use the copier, FAX machine, Zoom meetings, conference lines and transcription equipment
Experience working in a medical setting with physicians, patients, and staff
High school diploma or equivalent experience
Benefits
Medical insurance
Sick and vacation time
Retirement savings plans
Access to a number of discounts and perks
Company
UC Irvine
UC Irvine
Founded in 1965
10001+ employees
H1B Sponsorship
UC Irvine has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
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Trends of Total Sponsorships
2025 (113)
2024 (86)
2023 (99)
2022 (76)
2021 (81)
2020 (79)
Funding
Current Stage
Late StageLeadership Team
Anand Gala
CEO Roundtable Member
Bob Romney
Chancellor's CEO Roundtable
Recent News
Business News: Pasadena Star-News
2025-12-29
2025-08-08
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