Administrative Assistant II

UC Irvine; Orange (CA); On-site; USD 42,000 - 64,000; Full time

Job summary

UC Irvine is seeking an organized office coordinator to support the Department with front-desk duties, greet guests, manage supplies, and assist with events. The role requires strong English, communication, and computer skills, plus the ability to multitask and stay organized in a dynamic environment.

The successful candidate will work under supervision to prioritize tasks, track deadlines, and ensure timely completion of assignments, contributing to a smoothly run office in Orange County.

Qualifications

• Demonstrated ability to work independently in a complex environment and adjust priorities as needed.
• Demonstrated skill in English grammar and syntax sufficient to evaluate written materials.
• Ability to follow instructions and perform duties reliably with attention to detail.
• Strong interpersonal and customer service skills; ability to work with faculty and staff.

Responsibilities

• Front desk duties: answer phones, greet guests, and manage reception area.
• Provide administrative support to department and assist faculty with events.
• Prioritize, track deadlines, and ensure timely completion of tasks.
• Maintain office supplies and support general administrative tasks as needed.

Skills

Organizational skills

Customer service

Written communication

Interpersonal skills

Multitasking

Attention to detail

English grammar

Education

Bachelor's degree

High school diploma or equivalent

Tools

Microsoft Word

Microsoft 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. To learn more about UC Irvine, visit www.uci.edu.

Your Role on the Team

Under general direction, incumbent reports to the Admin Supervisor. Position works in a team environment where administrative staff is responsible for the general administrative support of the Department. The office coordinator is responsible for managing all front desk duties to include answering phones, greeting guests, ordering, and maintaining office supplies and providing general assistance. Under supervision, the incumbent performs a wide range of administrative support duties to support the department as it grows. The role of the individual includes but is not limited to supporting departmental faculty, organizing departmental events, and performing general administrative support tasks. The successful candidate will demonstrate an ability to work as an efficient, effective problem-solver. Ability to multi-task, prioritize, and stay organized is also important as assignments and responsibilities vary daily based on priorities. 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:

• Demonstrated ability to work independently in complex working environment, adjusting priorities as needed based on assignments and understanding mission and goals of the department
• 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 skill in forming and maintaining cooperative working relationships with others, i.e. effective interpersonal skills
• Skill in organizing work for timely completion of assignments
• Thorough understanding of office procedures
• 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
• Excellent Computer Skills including knowledge of Microsoft Word, Excel and Power Point
• Ability to retrieve documents from various clinic sites
• High school diploma or equivalent experience.
• 1-2 years of relevant experience.

Preferred:

• Ability to independently develop innovative, logical solutions to difficult, unusual, or first time problems and provide recommendations for action
• Working knowledge of business document formats; letters, memos, advertisements, grant applications etc
• Bachelor's degree.
• Previous experience providing administrative support to senior management.

Special Conditions:

• May require travel between various offices and clinics in Orange and Irvine campuses.
• Requires some early morning/late evening hours and/ or overtime.
• Flexible schedule to accommodate overtime due to special projects, conferences, time differences; deadlines, etc.

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:

• 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.