Executive 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

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