Mid-Atlantic HERC

Executive assistant 3-Fulltime-Los Alamitos-Days

Req ID: 148006
Location: Los Alamitos, California
Division: Medical Center
Department: Administration-LOM
Position Type: Full Time
Salary Range Minimum: USD $65,700.00/Yr.
Salary Range Maximum: USD $115,100.00/Yr.

Who We Are

UCI Health is the clinical enterprise of the University of California, Irvine, and the only academic health system based in Orange County. UCI Health is comprised of its main campus, UCI Medical Center, a 459-bed, acute care hospital in in Orange, Calif., four hospitals and affiliated physicians of the UCI Health Community Network in Orange and Los Angeles counties and ambulatory care centers across the region. Listed among America's Best Hospitals by U.S. News & World Report for 23 consecutive years, UCI Medical Center provides tertiary and quaternary care and is home to Orange County's only National Cancer Institute-designated comprehensive cancer center, high-risk perinatal/neonatal program and American College of Surgeons-verified Level I adult and Level II pediatric trauma center, gold level 1 geriatric emergency department and regional burn center. UCI Health serves a region of nearly 4 million people in Orange County, western Riverside County and southeast Los Angeles County.

To learn more about UCI Health, visit www.ucihealth.org.

Your Role on the Team

Position Summary:

Reporting directly to the C-Suite, the Executive Assistant is responsible for a broad range of strategic and tactical high level executive administrative support activities and is expected to work with discretion and judgment in all aspects of the role. The incumbent manages a variety of special projects, some of which may have organizational impact.

Responsibilities include, but are not limited to serving as the primary point of contact for internal and external constituencies on all matters pertaining to the office of the C-Suite. Monitoring and responding to emails, scheduling and calendaring meetings; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.

What It Takes to be Successful

Required Qualifications:

• Must possess the skill, knowledge and ability essential to the successful performance of assigned duties
• Must demonstrate customer service skills appropriate to the job
• Excellent written and verbal communication skills in English
• Ability to maintain a work pace appropriate to the workload
• Ability to establish and maintain effective working relationships across the Health System
• Ability to analyze and manage budgets and make forecasts as required
• Ability to manage and maintain complex calendars and schedules and navigate appointments
• Ability to maintain a work pace appropriate to the workload
• Must demonstrate customer service skills appropriate to the job
• Excellent written and verbal communication skills in English
• Minimum of five years high level administrative experience at the Executive Level
• Eight years of related experience managing large administrative projects with the know-how around prioritizing the projects and meeting all deadlines
• Very strong interpersonal skills to communicate effectively among diverse groups of people and the ability to build relationships with stakeholders across the Health system, including staff, board and committee members, external partners and donors
• Ability to work collaboratively and thrive in a fast-paced, rapidly changing and often political environment
• Demonstrated excellent organizational skills and possess the ability to design, set up and manage internal processes and protocols
• Strong project management skills including the ability to effectively manage multiple projects and tasks simultaneously
• Proven ability to handle confidential information with discretion
• Forward looking thinker, who actively seeks opportunities and proposes solutions
• Strong organizational skills, detail-oriented
• Demonstrated sound critical thinking and strong problem solving skills
• Demonstrated ability to work independently on projects, from conception to completion, and must be able to work under pressure
• Strong skills in Microsoft Office (Outlook, Word, Excel, and Power Point)
• Ability to write succinct and accurate executive summaries for senior level audiences
• Ability to draft correspondence on behalf of Chief Administrator and other executives
• Must possess the skill, knowledge and ability essential to the successful performance of assigned duties

Preferred Qualifications:

• Knowledge of University and medical center organizations, policies, procedures and forms
• College level coursework in business or a related field and/or equivalent combination of education and related experience
• Minimum of five years high level administrative C-Suite experience
• High level administrative experience in a health care environment
• Previous experience providing administrative support to a Chief Administrator or equivalent level position
• Knowledge of medical center organizations, policies, procedures and forms
  
  Total Rewards

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

Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information, and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have legitimate business need to know. Ensure that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.

*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 UCI's Employee Experience Center (EEC) at eec@uci.edu or at (949) 824-0500, Monday - Friday from 8:30 a.m. - 5:00 p.m.

Consideration for Work Authorization Sponsorship

Must be able to provide proof of work authorization

To apply, visit https://jobs.uci.edu/careers-home/jobs/148006







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