ADMIN OFCR 2 CX

University of California, Irvine; Irvine (CA); Hybrid; USD 47,000 - 53,000; Full time

Benefits offered by this job

Medical insurance

Retirement plans

Paid time off

Job summary

University of California, Irvine is seeking a Department Analyst to support the Political Science and Chicano/Latino Studies departments. The role provides financial administration, procurement, and scheduling support in a shared services model.

The position reports to the Department Manager of Political Science, collaborating with the manager of Chicano/Latino Studies to balance priorities and ensure consistent administrative practices across the School of Social Sciences.

Qualifications

• Thorough knowledge of University rules and regulations, budgets and fund management.
• Experience with personnel management and administrative processes.
• Strong communication and analytical skills with a service orientation.

Responsibilities

• Provide financial and administrative support to two departments.
• Process reimbursements, purchases, stipends and grant administration.
• Coordinate events, scheduling and clerical operations.
• Maintain department websites and handle inquiries from faculty, staff and students.

Skills

Budgeting/apply financial controls

Communication

Analytical thinking

UC systems knowledge

Confidentiality

Planning

Teamwork

University procedures

Budget analysis

Education

Bachelor's degree or equivalent

Tools

MS Word

PowerPoint

Excel

UCIbuy+/KFS

Data Warehouse

Job description

Who We Are

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 Political Science at UC Irvine is committed to advancing a comprehensive understanding of the people, policies, institutions, and organizations that shape political life. Our distinguished faculty employ diverse methodologies and perspectives to explore these critical subjects, earning global recognition for their groundbreaking research.

The Department of Chicano/Latino Studies offers students the opportunity to explore historical, cultural, and contemporary experiences of Chicana/o and Latina/o/e populations across the United States and the broader diaspora through diverse scholarly perspectives. The curriculum fosters awareness, knowledge and appreciation that Chicana/o and Latina/o/e communities have made to American society and the world.

The School of Social Sciences provides an engaging, supportive, challenging and rewarding atmosphere where collaboration and innovation thrive. As indicated in our strategic plan, our School's mission is one of positivity where we strive to BE BOLD, BREAK THE MOLD and BE BOUNDARYLESS. Please, join us!

Your Role on the Team

The Department Analyst reporting to the Department Manager(s) performs administrative, programmatic, financial and event coordination support to two departments in the School of Social Sciences. This position is part of a shared administrative support model within the School and will provide support to the Departments of Political Science and Chicano/Latino Studies. The position reports primarily to the Department Manager of Political Science, while working collaboratively with and receiving functional direction from the Department Manager of Chicano/Latino Studies for responsibilities supporting that department. The incumbent is expected to balance priorities across both departments, maintain clear and proactive communication with each Department Manager, and contribute to consistent and collaborative administrative practices across the School. The position is expected to remain flexible and responsive to evolving operational needs within the shared support model. As Analyst of these highly productive and influential departments, responsibilities include: financial administration to include but it not limited to reimbursements, purchases, stipends; contract and grant proposal preparation and submission; event coordination and orchestration, primary administrator for the undergraduate or graduate program; textbook ordering and database management; primary academic year and summer course scheduling coordinator; academic personnel administration of hires, merits and promotions; employment and salary administration; departmental website maintenance; customer service pertaining to daily administrative operations for faculty, staff, students and visitors in the Department of Political Science and the Department of Chicano/Latino studies. This position is eligible for hybrid/remote work.

What It Takes to be Successful

Required:

• Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management.
• Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills.
• Demonstrated analytical skills and knowledge of an academic department to independently problem-solve and to provide long-range planning on a wide variety of matters: budgetary, space, academic and staff personnel, instructional program development and implementation, research and computing support, etc.
• Solid knowledge of common University-specific computer application programs such as MS Word, PowerPoint, Excel, UCIbuy+/KFS, Data Warehouse and other UC-specific business systems.
• Ability to use discretion and maintain confidentiality.
• Strong skills in short-term planning, analysis, problem-solving, and customer service.
• Knowledge of units on campus as referral services for students/faculty/staff.
• Proven experience performing fiscal and budgetary planning and analysis for all funds and activities in the department to include operational and academic support and pre-award contracts and grants support functions.
• Ability to perform effectively and efficiently with frequent interruptions, fluctuating workloads and competing needs of students, staff, and faculty.
• Ability to communicate clearly and concisely with the campus community both verbally and in writing.
• Ability to establish and maintain effective working relationships with administrators, faculty, staff, students and visitors.
• Ability to work cooperatively in a team environment and to develop lasting working relationship.
• - Bachelor's degree in related area and / or equivalent experience / training.
• 1-3 yearsone to three years of experience in personnel or academic administration, or an equivalent combination of education and experience.

Preferred:

• Knowledge in planning for the delivery of a large and complex instructional program including experience with software programs for course scheduling, course action, and analytical studies, including: ESOC, Schedule 25E, NAIMS, ECAF and Sinet.
• Knowledge performing academic personnel task that include Senate Faculty, Unit 18 Lecturers, other academics and and student academic hiring procedures, academic merits and promotions.

Special Conditions:

• This position is eligible for hybrid/remote work.

Total Rewards

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.

The expected pay range for this recruitment is $34.38- $38.46 (Hourly).

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 [phone] or [e-mail].

Consideration for Work Authorization Sponsorship

Must be able to provide proof of work authorization