Administrative Analyst (Hybrid)

University of California; Irvine (CA); On-site; USD 98,446,000 - 107,629,000; Full time

Job summary

UC Irvine is seeking an Administrative Analyst to support the Research Development office and the Engineering+ Institutes. You will coordinate events, manage site visits, speakers, travel, and reimbursements, and maintain related website content.

You will also handle data tracking, reporting, and analysis, applying university policies to ensure smooth operations and timely delivery of tasks in a fast-paced academic environment.

Qualifications

• Ability to use sound judgment in responding to issues and concerns.
• Excellent professional interpersonal and communication skills to interact with diverse personalities.
• Strong organizational skills with ability to multi-task under tight deadlines.
• Discretion and ability to maintain confidentiality in handling sensitive information.
• Proven experience coordinating and managing events of varying scales.
• Excellent writing skills for professional documents and newsletters.
• Knowledge of University policies and procedures in an academic setting.
• Ability to work independently with initiative.

Responsibilities

• Coordinate meetings and events from concept to administration and evaluation, including travel arrangements and reimbursements.
• Update and maintain website content related to research development and e+ Institutes.
• Provide data tracking and analysis, compiling data from multiple sources and preparing reports.
• Apply organizational policies to oversee ongoing administrative issues and resolve operational problems.

Skills

Sound judgment

Interpersonal communication

Organizational skills

Discretion & confidentiality

Event coordination

Writing skills

Education

Bachelor's degree in related area / equivalent experience

Tools

MS Office

Website content management

Social media updates

Job description

Overview

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.

Founded in 1965, the Samueli School of Engineering educates approximately 5,000 students (4,000 undergraduates and 1,000 graduates) with an integrative approach that blends fundamentals, research and hands-on experience. The School's aim is to unleash innovation, create opportunities and inspire ingenuity. The School's faculty members are leaders in their disciplines who have achieved worldwide recognition for their research and dedicated teaching. The School includes six academic departments and broad range of associated research and administrative units. Under the leadership of the Dean, the School pursues research that is timely, socially responsible and cutting edge, and works in partnership with industry, state, and federal agencies to promote the transfer of research to applications that benefit society. https://engineering.uci.edu/

Responsibilities

Under the supervision of the Associate Dean for Research and Innovation, the Administrative Analyst provides administrative support for the Research Development office and the Engineering+ Institutes. This position is instrumental in coordinating administrative functions to support the research development mission of the school including, but not limited to, the Institutes, Engineering Center reviews, and organizing events to enhance research development within the School. The responsibilities of this position encompass a wide-range of duties that are often time sensitive. Coordinates meetings and events from concept to administration and evaluation, including coordinating site visits, securing speakers, identifying venue location, agenda setting, travel arrangements and coordinating travel reimbursements. Updates and maintains website content related to research development and the e+ Institutes. Provides data tracking and analysis services including maintaining records, compiling data from multiple sources and preparing draft reports. Uses professional concepts to apply organization policies and procedures to oversee a variety of ongoing administrative operational issues. Analyzes and resolves operational problems of moderate scope.

Qualifications

Required:

• Ability to use sound judgment in responding to issues and concerns.
• Excellent professional interpersonal and communication skills to interact diplomatically with diverse personalities and to exercise judgment and tact in interactions with individuals of varying levels professional and personal backgrounds on and off campus.
• Solid organizational skills and ability to multi-task with demanding timeframes. Demonstrated organizational skills with a strong attention to detail and ability to prioritize assignments when faced with heavy workload, competing deadlines and frequent interruptions.
• Solid knowledge of common University- specific computer application programs, including MS Office, organizational website content and social media updates and maintenance.
• Ability to use discretion and maintain confidentiality.
• Demonstrated experience coordinating and managing large and small-scale events.
• Excellent writing skills to compose accurate and professional written documents for both daily administrative and operational use, as well as department newsletters, marketing materials and/or other professional writing as needed.
• Knowledge of University organizational structure, policies and procedures, and protocols related to academic administration.
• Ability to work independently and follow through on assignments with minimal direction and take necessary initiative to eliminate or mitigate potential negative effects.
• Bachelor's degree in related area and / or equivalent experience / training
• 1-3 yearsAdministrative Experience supporting an academic unit

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. Expected hiring range is $34.38 - $37.60 per hour, depending on experience.

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

*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].