Supervisor, Reception & Guest Services

UC Irvine; Irvine (CA); On-site; USD 54,000 - 62,000; Full time

Job summary

UC Irvine is seeking a Front Desk/Administrative professional to serve as the central access point for the Division of Continuing Education and University Advancement. You will run the second-floor Front Desk, triage inquiries from students and instructors, and ensure consistent service across academic and administrative functions.

You will supervise a pool of student employees, manage events-related ticketing, purchasing, onboarding support, and maintain compliance with university policies.

Qualifications

• Thorough knowledge of University rules and regulations, processes and procedures for budget, accounting and fund management.
• Interpersonal skills in verbal and written communication, active listening, critical thinking, and advising.
• Knowledge of administrative operations such as event planning, fundraising processes, risk management, payroll, and guidelines.
• Strong knowledge of common University-specific computer application programs.
• Discretion and ability to maintain confidentiality.
• Strong planning, analysis, problem-solving and customer service skills.
• Bachelor's degree in related area.
• 1-3 years of supervising experience.

Responsibilities

• Manage day-to-day front desk operations and respond to inquiries related to DCE students and instructors.
• Triaging inquiries and ensuring accurate, consistent service delivery across academic and administrative functions.
• Oversee front desk workflows, office operations, ticket sales for events, purchasing, onboarding support, and documentation.
• Coordinate staffing with managers to align coverage with operational needs.
• Support customer service and cross-unit coordination as a stabilizing presence for DCE operations.

Skills

University rules

Interpersonal skills

Administrative operations

Office software

Discretion and confidentiality

Planning, analysis, problem-solving

Supervising experience

Education

Bachelor's degree in related area

Job description

Who We Are

Founded in 1965,

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. The Division of Continuing Education is an environment that celebrates diversity of background and experience, and one that leverages the unique talents and strengths of staff to achieve greater employee satisfaction, higher productivity, and innovation. We strive to be a place where staff feel that they are equitably treated, respected, heard, valued, and enabled to do their best work while contributing to the organization's mission and vision. The UCI University Advancement and Alumni Relations department drives philanthropic support, institutional growth, and community engagement for the University of California, Irvine. Working closely with the UC Irvine Foundation, the division serves as the primary bridge between the campus and its donors, corporations, foundations, and alumni to secure resources that fund student scholarships, research initiatives, campus construction, and medical breakthroughs.

Your Role on the Team

This position serves as thecentral access point and information hubfor the Division of Continuing Education and University Advancement, operating the second-floor Front Desk and Information Desk. The role is responsible for managing day-to-day front desk operations, responding to and triaging all inquiries related to DCE students and instructors, and ensuring accurate, consistent service delivery across academic and administrative functions. The position oversees front desk workflows, office operations, ticket sales for events, purchasing, onboarding support, and procedural documentation, while ensuring compliance with university, state, and federal requirements. In addition, the role supervises and coordinates a pool of student employees, partnering with managers to align staffing coverage with operational needs. Overall, this position plays a critical role incustomer service, operational efficiency, and cross-unit coordination, acting as the first point of contact and a stabilizing presence for DCE and University Advancement operations.

Required

What It Takes to be Successful

• Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management.
• Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills.
• Knowledge of a variety of administrative operational activities such as event planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and guidelines.
• Solid knowledge of common University-specific computer application programs.
• Ability to use discretion and maintain confidentiality.
• Strong skills in short-term planning, analysis, problem-solving, and customer service.
• Thorough knowledge of human resources policies and procedures for student employees.
• Bachelor's degree in related area and / or equivalent experience / training
• 1-3 years: Supervising Experience

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.

Salary Range

Expected Salary Range Min 39.16

Expected Salary Range Max 45.00

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