Administrative Officer

University of California, Irvine • Orange, CA

6d

About The Position

The Department of Medicine’s General Internal Medicine and Rheumatology Divisions are seeking an Administrative Officer II. Under the general supervision of the Division Administrator, the Administrative Officer II provides high-level support to Division Leadership and plays a key role in managing a variety of operational functions. The Administrative Officer II serves as a liaison between division leadership and administrative staff, ensuring smooth communication and efficient operations. The Administrative Officer II must be able to analyze data, to produce well-organized reports, and have strong analytic and writing skills.

The Administrative Officer II will work closely with the Department of Medicine’s Academic Affairs team to complete academic personnel actions. The Administrative Officer II is responsible for overseeing the onboarding of faculty and Advanced Practice Providers (APPs), managing provider profiles and compliance, and contributing to strategic planning efforts. The Administrative Officer II 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 Administrative Officer II helps maintain operational continuity, streamline workflows, and improve administrative processes across the divisions, contributing to the overall efficiency of day-to-day operations.

The Administrative Officer II also supports clinical operations by assisting with faculty clinic scheduling, including the creation, modification, and closure of clinic templates. The position also maintains on-call schedules, including entering on-call schedule changes in QGenda. The position monitors clinical productivity across division sites, tracks performance against established benchmarks, and escalates any issues to the Division Administrator as necessary.

The Administrative Officer II plays a central role in division financial and operational processes, including managing KFS requisitions, troubleshooting issues with Supply Chain Management or Procurement, and processing travel and reimbursement requests. Working with the Division Administrator, the Administrative Officer II prepares income statements, reviews general ledger transactions for accuracy and adjusts as necessary, reconciles payroll, and generates financial reports.

Additionally, the Administrative Officer II is responsible for finding preceptors, overseeing schedules, sending evaluations, releasing grades for learner rotations in the division’s medical electives, and processing clinic shadowing requests.

Requirements

• Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills.
• Knowledge of a variety of administrative operational activities such as event planning, accounting and payroll, purchasing,
• Ability to use discretion and maintain confidentiality.
• Skills in short-term planning, analysis, problem-solving, and customer service.
• Knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees.
• Demonstrated ability to research, properly evaluate information, and prepare concise, well-organized reports, summaries, and correspondence.
• Demonstrated skill in interacting with persons of various social, cultural, economic and educational backgrounds.
• Ability to prioritize assignments and achieve high productivity/quality with short time frames, under rigid deadlines, and /or in environments with frequent workload changes and competing demands.
• Strong attention to detail.
• Bachelor's degree in related area and / or equivalent experience / training
• A minimum of 3 years of experienceMinimum of 3 years’ experience.

Nice To Haves

• Knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management.
• Knowledge of common University-specific computer application programs.
• Demonstrated problem solving capabilities to resolve concerns that arise unexpectedly.
• Ability to independently exercise discretion and sound judgment including supervision of staff.

Responsibilities

• Provides high-level support to Division Leadership
• Manages a variety of operational functions
• Serves as a liaison between division leadership and administrative staff
• Analyzes data and produces well-organized reports
• Completes academic personnel actions
• Oversees the onboarding of faculty and Advanced Practice Providers (APPs)
• Manages provider profiles and compliance
• Contributes to strategic planning efforts
• Assists with faculty clinic scheduling
• Maintains on-call schedules, including entering on-call schedule changes in QGenda
• Monitors clinical productivity across division sites
• Tracks performance against established benchmarks
• Manages KFS requisitions
• Troubleshoots issues with Supply Chain Management or Procurement
• Processes travel and reimbursement requests
• Prepares income statements
• Reviews general ledger transactions for accuracy and adjusts as necessary
• Reconciles payroll
• Generates financial reports
• Finds preceptors
• Oversees schedules
• Sends evaluations
• Releases grades for learner rotations in the division’s medical electives
• Processes clinic shadowing requests

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level