Administrative Specialist

UC Irvine; Irvine (CA); On-site; USD 40,000 - 43,000; Full time

Benefits offered by this job

Health insurance

Retirement savings plans

Job summary

UC Irvine's Cross-Cultural Center seeks an Administrative Specialist to provide administrative support to the Director, manage budget processes, and coordinate leadership and diversity programs. The role also serves as Office Manager, handling room reservations and conference coordination, and supports CCC staff with website updates.

The incumbent must be self-motivated, able to multitask, and maintain high efficiency with strong written and oral communication skills; a BA/BS in higher education

Qualifications

• BA/BS degree in higher education administration or related field with a minimum of one year of experience or equivalent combination of education and/or experience.
• Experience working in an environment with an appreciation for the Cross-Cultural Center in higher education.

Responsibilities

• Provide administrative support to the Director of the Cross‑Cultural Center.
• Assist with budgetary management and coordinate development and organizational analysis of CCC leadership and diversity programs.
• Serve as Office Manager handling daily operations and room reservations/conference coordination.
• Support CCC programming staff and maintain CCC website with the Associate Director.

Skills

Budget management

Office management

Communication

Multitasking

Time management

Report writing

Independent worker

Staff support

Meeting coordination

Electronic filing

Education

BA/BS in higher education administration

Tools

Macintosh

Word

Excel

Filemaker Pro

Illustrator

Job description

Founded in 1965,

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.

The mission of the Cross Cultural Center: The Cross-Cultural Center is committed to fostering the holistic development of students by providing an affirming and inclusive space where they can explore their intersectional social identities, raise their critical consciousness, build a socially just community, develop meaningful relationships, and encourage life‑long learning beyond their time at UCI.

Who We Are

Founded in 1965,

Your Role on the Team

Under the general supervision of the Director of the Cross‑Cultural Center (CCC) the Administrative Specialist provides administrative support to the Director. The incumbent assists the Director with budgetary management support and coordinates the development and organizational analysis of all leadership and diversity programs and initiatives presented by the CCC. The incumbent acts as the Office Manager in charge of the daily office operations and maintenance of the CCC. This includes all aspects of the room reservation process and conference coordination. Under the direction of the Director, the Administrative Specialist supports all clerical and administrative needs of the CCC programming staff and participates in maintaining the information on the CCC website along with the Associate Director.

The Administrative Specialist must be self‑motivated, able to work with general supervision. The Administrative Specialist must have a high standard of efficiency with the ability to multitask, manage time and possess excellent written and oral communication skills.

What It Takes to be Successful

• Ability to work effectively with a culturally diverse university community, and student organizations and programs; excellent interpersonal skills.


• Ability to effectively handle and complete several on-going projects in a work environment characterized by frequent interruptions.


• Proven organizational and time management skills to prioritize assignments, manage multiple projects, simultaneously under deadlines pressures and with fluctuating priorities.


• Ability to evaluate and analyze operational policy and procedure to develop and make recommendations to administration.


• Demonstrated ability to compose reports and business correspondence.


• Demonstrated ability to work independently.


• Experience managing an office or programmatic function.


• Experience working in an office environment managing and supporting other staff.


• Experience in coordinating meetings or conference schedules.


• Demonstrated ability to establish and effectively maintain electronic filing system(s).


• Demonstrated ability to prepare budgets.


• Ability to plan student development programs.


• Excellent oral and written communication skills, including editing and proofreading.


• Ability to understand and translate operational policy and procedure.


• Ability to perform and supervise several duties to ensure efficient and effective customer service.


• BA/BS degree in higher education administration or related field with a minimum of one (1) year of experience; or equivalent combination of education and/or experience.


• Experience working in an environment that has an appreciation for the value, role, and purpose of a Cross-Cultural Center in higher education.

Preferred

• Advanced skills to operate computer equipment (Macintosh) and related software programs (i.e. Word, Excel, Filemaker Pro, and Illustrator).

Special Conditions

• Some evening and weekend programs.

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 $29.40- $30.04 (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 (949) 824‑0500 or [e-mail].

Consideration for Work Authorization Sponsorship

Must be able to provide proof of work authorization.