Under the general supervision, the incumbent serves as Education and Academic Personnel Coordinator responsible for department education programs and its Academic Affairs.
Education Coordinator duties are to manage and coordinate the 3 accredited Education Programs (1 Graduated Medical Education (GME) and 2 non-GME programs). Assist Program Directors (PDs) with all educational activities that support program curriculum and ensure compliance with program's requirements. Contribute in planning of the program needs (e.g. development, system implementation, processes, procedures) to meet program objective. Act as a liaison with affiliated institutions, GME office, residents and the Department. Serves as a member of the education committees. Maintain and updates goals/objectives, policy materials for all education programs. Provide administrative support to the PDs. Create purchase requisitions, disbursement vouchers, & travel/entertainment reimbursements via KFS. Manage and oversee training evaluations, & other correspondences as necessary.
Academic Personnel Coordinator is responsible for all aspect of faculty recruitment, merits, and promotions. Maintain & update the Review Profile reports and arrange faculty recruitment using AP recruit. Accountable for Volunteer Clinical Faculty files with initial appointments, renewals and separations. Work with International Center to prepare and renew visa applications for J-1, H-1, and permanent residency for faculty and academic staff. Act as departmental voting administrator. Interpret AP policies and ensure all processes meet the requirements.
Excellent written and oral communication skills, grammar and spelling skills to compose correspondence and convey information to individuals at various organizational levels.
Working knowledge of ACGME, GME, and other Residency/Fellowship requirements required
Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and Publisher.
Knowledge and experience in preparing Visa documentation
Strong organizational skills and detailed oriented to coordinate and prioritize multiple complex projects under a diverse and heavy workload.
Ability to balance multiple tasks, determine priorities, and make independent decisions based on general instructions and knowledge.
Ability and willingness to maintain a positive attitude and contribute as an individual and as a team member to achieve the goals and mission of the Department.
Ability to establish and maintain cooperative working relationships with staff, faculty, and the public.
Ability to plan events and create complex agendas and schedules involving services such as travel, housing, catering, meetings, appointments, and conferences.
Manage files and information with discretion and confidentiality
Ability to work independently and under pressure. Initiate, respond, complete and follow-through on assignments and/or projects with minimal direction.
3-5 years of related work experience with BA/BS or equivalent combination of education and experience.
Working knowledge of University accounting and procedures to accomplish standard departmental accounting transactions.
Knowledge of ERAS, VSAS, NRMP, New Innovations, ARIA, AP Recruit, AP Review, myData, PALCard, CTS, and Kuali Financial System (KFS).
Knowledge of University policies and procedures regarding academic personnel administration and recruitment.
Below are general guidelines on the position's physical, mental, and environmental working conditions. In accordance with applicable state and federal law, UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at (949) 824-0500.
Crawl: Not Applicable
Climb: Not Applicable
Handle Objects: Not Applicable
Reach Above Shoulder Level: Occasionally
Use Fine Finger Movements: Frequently
Carry/Lift Loads up to 25 Pounds: Occasionally
Carry/Lift loads between 25-50 lbs: Not Applicable
Carry/Lift Loads over 50 Pounds: Not Applicable
Perform Calculations: Frequently
Communicate Orally: Frequently
Reason and Analyze: Occasionally
Chemical/Biological Agent: Not Applicable
Construction Activities: Not Applicable
Contact with Water/Liquids: Not Applicable
Drive Motorized Equipment: Not Applicable
Confined Spaces: Not Applicable
Elevated Work Location: Not Applicable
Radioactive Materials: Not Applicable
Temperature Variations: Not Applicable
Gas System: Not Applicable
May require occasional work outside of normal business hours.
May require travel to other locations in Orange County, CA.
Final candidate subject to background check. As a federal contractor, UC Irvine is required to use E-Verify to confirm the work status of individuals assigned to perform substantial work under certain federal contracts/subcontracts.
The University of California, Irvine is an Equal Opportunity/Affirmative Action Employer advancing inclusive excellence. 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 nondiscrimination policy.
Since 1965, the University of California, Irvine has combined the strengths of a major research university with the bounty of an incomparable Southern California location. UCI's unyielding commitment to rigorous academics, cutting-edge research, and leadership and character development makes the campus a driving force for innovation and discovery that serves our local, national and global communities.