Executive Assistant and Project Coordinator to the Assistant Vice Chancellor, Principal Gifts

UCI group; Irvine (CA); On-site; USD 75,000 - 80,000; Full time

Job summary

University of California, Irvine seeks an Executive Assistant and Project Coordinator to deliver high-level administrative and project support for the Assistant Vice Chancellor, Principal Gifts. You will manage complex calendars, coordinate communications, and handle confidential donor data with discretion.

You will gather data, analyze relationships, draft correspondence, and assist with fundraising programs across health sciences and multiple schools.

Qualifications

• Bachelor's degree or equivalent experience/training.
• Minimum 3 years supporting executives or multiple executives.
• Proven ability to analyze data and prepare recommendations.
• Experience with confidential information and high-level executive support.

Responsibilities

• Provide high-level project management and administrative support to the Assistant Vice Chancellor, Principal Gifts.
• Coordinate complex calendars and hard-to-manage schedules with tact and discretion.
• Gather data from multiple sources, analyze it, and prepare detailed information and recommendations.
• Serve as a liaison, drafting correspondence and communicating with internal and external stakeholders.

Skills

Analytical skills

Discretion & confidentiality

Communication skills

Multi-tasking

Independent work

Team collaboration

Scheduling & calendaring

Education

Bachelor's degree

Tools

Salesforce

Job description

Who We Are

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. In 1965, the University of California, Irvine was founded with a mission to catalyze the community and enhance lives through rigorous academics, cutting-edge research, and dedicated public service. A top public university, UCI has become internationally recognized for improving lives through research and discovery, fostering excellence in scholarship and teaching, and engaging and enriching the community. Today, UCI continues to inspire change and pioneer new ideas with the support of its generous partners, alumni and friends. Through the combined efforts of the University Advancement & Alumni relations team, the University is able to share its amazing achievements, build lasting relationships and generate support for important campus programs and initiatives. University Advancement seeks to strengthen contributions in research, education, and service; accelerate the university's place among globally preeminent research universities; and bring together passions, skills, and creativity to further improve people's lives.

Your Role on the Team

Under the general direction of the Assistant Vice Chancellor, Principal Gifts the Executive Assistant and Project Coordinator is responsible for providing high-level project management and administrative support to the Assistant Vice Chancellor, Principal Giftson a wide range of issues, projects, programs and other matters for university and health advancement programs, which includes philanthropic efforts across much of UCI’s health sciences and multiple other schools and units of UCI. The incumbent will perform coordination of complex, confidential and sensitive tasks of a broad scope related to fundraising efforts made across the areas, schools and units outlined above. This position will serve in a liaison role, responding with tact and diplomacy for the Assistant Vice Chancellor through verbal and/or written communications. The incumbent independently gathers data from a variety of sources, evaluates and analyzes data, prepares detailed information and recommendations for various projects, presentations, meetings and conferences. This position will manage a complex appointment calendar and telephone calls for the Assistant Vice Chancellor and will provide high-level project management and administrative support on a wide range of issues, projects, programs and other matters.

Required

What It Takes to be Successful

• Thorough knowledge of common organization-specific and other computer application programs.
• Solid analytical / problem-solving skills. Resourcefulness in finding appropriate solutions to problems and initiative in presenting alternatives and implementing solutions to ensure effective change. Ability to anticipate problems and take necessary action to eliminate or mitigate potential negative effects.
• Strong service orientation.
• Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies, both verbally and in writing.
• Ability to multi-task with demanding timeframes.
• Ability to use high-level discretion and maintain a high level of confidentiality and to handle sensitive, confidential information and requests generated by high-level business executives, major donors or campus administrators.
• Solid skills in problem identification.
• Skilled in proofreading, editing and independently drafting correspondence. Demonstrated writing ability
• Demonstrated ability to analyze data, interpret relationships, and determine appropriateness in order to recommend decision in its use.
• Ability to work independently and as part of a team to achieve the department’s goals.
• Demonstrated skill in arranging scheduling and calendaring.
• Working knowledge of the dynamics of fundraising and the concepts of development for academic institutions.
• Bachelor's degree in related area and / or equivalent experience / training.
• A minimum of 3 years of experienceproviding support to an executive or multiple executives

Preferred

• Familiarity with the organization's processes, protocols and procedures.
• Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization as well as the Office of the President and external constituencies.
• Advising and counseling skills
• Knowledge of Salesforce

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 $74,822.76 - 79,506.24 Annual (Step 1-4).

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