Administrative Assistant III

UC Irvine; Orange (CA); On-site; USD 52,000 - 62,000; Full time

Job summary

UC Irvine invites applications for a busy administrative position supporting the Department with a wide range of duties including word processing, research assistance, financial administration, division support and event coordination.

The role requires a high school diploma or equivalent and 2–3 years of relevant experience, plus strong English writing and interpersonal skills. A professional, confidential approach and the ability to work under pressure are essential.

Qualifications

• High school diploma or equivalent is required or equivalent experience.
• 2–3 years of relevant administrative experience.
• Ability to work independently in a complex environment.
• Excellent written and verbal English communications.

Responsibilities

• Provide direct support to faculty and the department.
• Perform word processing, research, financial administration, division support, and event coordination.
• Maintain confidentiality and exercise initiative, good judgment, and adaptability under changing priorities.
• Ensure deadlines are met and tasks completed accurately for the department.

Skills

Independent work

English grammar

Attention to detail

Interpersonal skills

Organizing work

Office procedures

Team collaboration

Customer service

Written communication

Time management

Education

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.

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 Admin Supervisor. Position works in a team environment where administrative staff is responsible for the general administrative support of the Department. This includes supporting Department Administration, and Faculty; assist accounting area 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.

A broad range of administrative responsibilities which include: direct support to faculty, word processing, research, financial administration, division support, and event coordination.

The admin assistant must consistently exercise a high degree of initiative, confidentiality, independence, good judgment, flexibility in performing a wide variety of duties, and the ability to adjust to changing priorities while working well under pressure. Performance at this level requires independent critical thinking and problem solving, strong verbal and written communication skills, creativity, knowledge of office environment and technology, and a commitment to seeing tasks and projects through to completion.

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
• High school diploma or equivalent experience.
• 2-3 years of relevant experience.
• Experience with administrative procedures including: word processing, spreadsheet and database applications, calendar management, and customer service.

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
• Flexible schedule to accommodate overtime due to special projects, conferences, time differences; deadlines, etc.
• Ability to retrieve documents from various clinic sites
• 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 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