Administrative Operations Analyst

UC Irvine; Irvine (CA); On-site; USD 44,000 - 50,000; Full time

Job summary

UC Irvine is seeking an Administrative Operations Analyst (AOA) to independently conduct complex administrative analysis and support the Department Chair and CAO. The role coordinates scheduling, communications, space and equipment management, and procurement within the EECS/School of Engineering context.

The AOA supports accreditation activities, budgets, and project coordination, while ensuring confidentiality and professional, proactive engagement with students, staff and faculty across the

Qualifications

• Ability to use sound judgment in responding to issues.
• Strong communication and interpersonal skills to interact effectively with a diverse population at all levels.
• Solid organizational skills and ability to multi-task with demanding timeframes.
• Demonstrated strong attention to detail in all aspects of administrative work (event logistics, written communications, department finances, etc).
• Skill and ability to provide quality customer service to a wide range of internal and external stakeholders through timely communication, response support, and assistance
• Ability to analyze issues, situations and workload to assess and execute appropriate actions
• Ability to maintain confidentiality of records and information and to maintain a high level of confidentiality and discretion in handling sensitive matters
• Ability to work independently and follow through on assignments with minimal direction and to take initiative as necessary to eliminate or mitigate potential negative effects
• Ability to work independently and to collaborate in a team environment in support of the goals and mission of the Department, School and Campus
• Demonstrated experience with (or ability to be quickly trained on) common organization-specific and other computer applications including email, Google suite, Zoom, DocuSign, and Microsoft Office programs
• Familiarity with University policies and procedures and the ability to apply them appropriately
• Ability to understand and analyze complex financial budgets, and to retrieve data from University financial systems
• Working knowledge of budgets and accounting with experience using KFS, UCPath, ZotPortal and other University systems
• Bachelor's degree in related area and / or equivalent experience / training

Responsibilities

• Manage complex calendaring and scheduling for the Chair.
• Coordinate administrative support and internal/external communications for the department.
• Oversee space and equipment management, procurement and reimbursement needs.
• Support accreditation requirements including course materials collection and organization.
• Coordinate student activities and quarterly faculty advising sessions.
• Provide high-level administrative and analytical support, event coordination and budgetary planning.

Skills

Calendar management

Budgeting

Communication

Confidentiality

Independent work

Teamwork

Tech proficiency

Education

Bachelor7s degree or equivalent

Tools

KFS

UCPath

SharePoint

Google Workspace

DocuSign

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.

Founded in 1965, the Samueli School of Engineering educates more than 4,600 students (3,728 undergraduates and 961 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. 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. Current research thrusts include Communications and Information Technology, Energy and Sustainability, Human Health, and Advanced Manufacturing and Materials.

https://engineering.uci.edu/

The Department of Electrical Engineering and Computer Science (EECS) is one of six academic Departments in the Samueli School of Engineering at UCI. Staff are responsible for administrative and technical duties associated with approximately 120 employees. With 40 faculty, approximately 1,136 undergraduates and 321 graduate students, we are home to nearly one-third of the engineering student body, and have internationally renowned faculty who are top experts in their field. The Department of EECS is committed to an integrated view of the electrical engineering field - ranging from microscopic (even nanoscale) devices all the way to architectures, communications and software design - everything from electrons to programs.

https://engineering.uci.edu/dept/eecs

Your Role on the Team

Under the supervision of the Department Chair and Chief Administrative Officer (CAO), the Administrative Operations Analyst (AOA) independently conducts responsible and complex administrative analysis and supports a wide range of assignments and responsibilities for the department. The AOA serves as a high-level executive to the Chair and coordinates administrative support, including complex calendaring, scheduling and special projects for the Chair. The responsibilities of this position encompass a broad array of administrative and managerial duties, including internal and external communications to students, staff, faculty, advisors and others using a variety of platforms.

This position also supports the CAO and department administration broadly with a comprehensive scope of operational analysis, planning, and general department operations coordination which includes space and equipment management, department procurement and reimbursement needs, key management, office operations and related logistics. The AOA supports the CAO and faculty leads with tasks related to accreditation requirements including course materials collection and organization, attendance at coordination meetings and related communications and planning. Coordinates a broad range of administrative functions, resource management and confidential administrative assignments. Initiates and provides support for various department projects as needed including the coordination of student activities and quarterly faculty advising sessions. The AOA also provides high level administrative and analytical support, event coordination, and financial/budgetary planning and analysis.

Required

What It Takes to be Successful

• Ability to use sound judgment in responding to issues and concerns.
• Strong communication and interpersonal skills to interact effectively with a diverse population at all levels of the organization, including students, both verbally and in writing
• Solid organizational skills and ability to multi-task with demanding timeframes.
• Demonstrated strong attention to detail in all aspects of administrative work (event logistics, written communications, department finances, etc.)
• Skill and ability to provide quality customer service to a wide range of internal and external stakeholders through timely communication, response support, and assistance
• Ability to analyze issues, situations and workload to assess and execute appropriate actions
• Ability to maintain confidentiality of records and information and to maintain a high level of confidentiality and discretion in handling sensitive matters
• Ability to work independently and follow through on assignments with minimal direction and to take initiative as necessary to eliminate or mitigate potential negative effects.
• Ability to work independently and to collaborate in a team environment in support of the goals and mission of the Department, School and Campus
• Demonstrated experience with (or ability to be quickly trained on) common organization-specific and other computer applications and online tools including email, Google suite (Drive, Docs, Sheets, Forms, sites, etc.), Zoom, DocuSign, and other modern software and project management tools as well as Microsoft Office programs (Outlook, Excel, Word, and SharePoint), Adobe Acrobat programs and UC/UC Irvine specific applications
• Familiarity with University, School, and Department administrative organization, policies, procedures, and practices and the ability to apply them appropriately
• Ability to understand and analyze complex financial budgets, and to retrieve data from University financial systems
• Working knowledge of budgets and accounting. Experience using Kuali Financial System (KFS), UCPath, ZotPortal, and other University systems. Knowledge of UCI campus resources for students, faculty, and staff including the Office of the Ombuds, Human Resources, Counseling Center, Career Pathways, Disability Services Center, etc.
• Bachelor's degree in related area and / or equivalent experience / training

Preferred

• Working knowledge of student academic hiring practices and procedures
• 3-5 yearsAdministrative Experience supporting an academic department

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 $32.74- $35.81 (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