Administrative Assistant

University-of-California,-Irvin; Orange (CA); On-site; USD 52,000 - 76,000; Full time

Job summary

University of California, Irvine (UCI) is seeking an administrative support professional to assist the CAO and Department administration. The role involves documentation, researching files, and processing paperwork for personnel-related tasks, while prioritizing deadlines and ensuring accurate records.

You will work in a team with faculty, staff, and administrators, providing reliable support, strong communication, and efficient office procedures. Travel and occasional overtime may be required.

Qualifications

• Strong interpersonal skills and sound judgment for sensitive interactions.
• Excellent written and verbal English communication.
• Ability to follow instructions and complete duties with attention to detail.
• Proactive, quick learner, and dependable administrative support.
• Organizational skills for timely completion of assignments.
• Solid understanding of standard office procedures.
• Ability to develop innovative, practical solutions to problems.
• Able to work in a team with faculty, staff, and administrators.
• Excellent customer service and communication abilities.
• Experience with creating and editing business documents (letters, memos, reports).
• Proficient in Word, Excel, and PowerPoint.

Responsibilities

• Support Department Administration and personnel with documentation and research.
• Prioritize, process, and track administrative issues to meet deadlines.
• Provide dependable administrative support with minimal supervision.
• Coordinate with faculty, staff, and administrators to ensure smooth operations.

Skills

Interpersonal skills

English grammar

Attention to detail

Initiative

Organization

Office procedures

Problem solving

Team collaboration

Customer service

Written communication

Microsoft Word

Excel

PowerPoint

Documentation retrieval

Tools

Microsoft Word

Excel

PowerPoint

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.

Ranked among the top neurology departments in the country by the National Institutes of Health, the UC Irvine Health School of Medicine's Department of Neurology is committed to advancing clinical care, education and research to help patients with diverse neurological conditions. The department's 60+ full-time teaching faculty members are highly-experienced clinicians who are devoted to training the next generation of neurologists.

Your Role on the Team

Under general direction, incumbent reports to the CAO. Position works in a team environment where administrative staff is responsible for supporting personnel related processes and Department administrator. This includes supporting Department Administration, and personnel in researching and filing documentation, and/ or assisting the academic and human resources area in completing paperwork, gathering information, etc. The position assists in prioritizing, efficiently processing, and tracking administrative issues to ensure deadlines are met and tasks completed appropriately for the Department.

What It Takes to be Successful

Required

• The position requires strong interpersonal skills and the ability to exercise sound judgment, discretion, and tact in navigating complex or sensitive interactions.
• Demonstrated skill in English grammar and syntax sufficient to evaluate written materials and correct errors
• Demonstrated ability to follow instructions and perform duties reliably and with thorough attention to detail
• Demonstrated ability to take initiative, learn quickly, and provide dependable administrative support with minimal supervision.
• Skill in organizing work for timely completion of assignments
• Thorough understanding of office procedures
• Ability to independently develop innovative, logical solutions to difficult, unusual, or first time problems and provide recommendations for action
• Skill to function in a team environment by establishing and maintaining cooperative work relationships with faculty, staff, and administrators
• Excellent interpersonal and customer service skills
• Excellent communications skills with demonstrated ability to write correspondence, policies, and analytical reports
• Working knowledge of business document formats; letters, memos, advertisements, grant applications etc
• Excellent Computer Skills including knowledge of Microsoft Word, Excel and Power Point
• Ability to retrieve documents from various clinic sites
• 2-3 years of relevant experience
• Experience with administrative procedures including: word processing, spreadsheet and database applications, calendar management, and customer service.

Preferred

• Previous experience providing administrative support to senior management
• Flexible schedule to accommodate overtime due to special projects, conferences, time differences; deadlines, etc.

Special Conditions

• May require travel between various offices and clinics in Orange and Irvine campuses.
• May require some evening hours and/ or overtime.

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.

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].

Consideration for Work Authorization Sponsorship

Must be able to provide proof of work authorization