Updated: Aug 4, 2022
Location: Remote-Campus
Job Type:
Department: Grad Div Operations

Job Opening ID: 40618
Reports To: Assistant Dean, Alumni & External Affairs
Working Title: Administrative Assistant
Department: Grad Div Operations
Bargaining Unit: CX
FLSA: Non-Exempt
Payroll Job Code: 004722
Job Location: UCI Campus- Irvine
Percent of Time: 100%
Work Schedule: 8-5, M-F
Employee Class: Career
 
Position Summary:
 
UCI Graduate Division provides leadership on all graduate education matters. We work with all academic units on campus to ensure that scholars from all over the world can learn, teach, and conduct the highest caliber research while pursuing graduate or postdoctoral training. We promote academic integrity and greater understanding by supplying information, guidance, and support to the campus community and beyond. Our aim is to enhance the educational experience by engaging and leading on all matters related to graduate student life: academic progress and advocacy, fellowships, funding and financial support, diversity, employment, and professional development. The Graduate Division coordinates with other Graduate Divisions across the UC system to ensure high quality educational experiences and promotion of graduate education system and state-wide.
 
Under general direction from the Assistant Dean for Alumni & External Affairs, the administrative assistant performs high level administrative support to include coordination of daily and long-range activities for the Assistant Deans and External Affairs team. The administrative assistant prioritizes workload and triages correspondence, allowing for proper management of the Assistant Dean’s calendar to meet team goals. Makes travel arrangements and purchases supplies on behalf of the team. Assists with coordination of large meetings and events with various stakeholders. Takes meeting minutes and assists with preparation for and hosting of donor visits. Other duties as assigned.
 
Compensation Range:
 
$24.66 - $29.62
 
Department Website:
 
https://grad.uci.edu/
 
Required:
 
Bachelor’s degree or comparable education/work experience. Event planning and coordination experience
Must possess excellent phone etiquette and be able to take detailed messages. Must be able to provide high level administrative support including priority setting, independent action and follow-through. Must be a team player in order to help other administrative staff with projects as needed Ability to act as project assistant for various assignments involving independent action. Must possess fast and accurate typing skills, working knowledge of Microsoft Office Suite software, customer relation management system (CRM) such as Salesforce and, basic IT knowledge. Well-developed public relations skills necessary to effectively represent the Graduate Division to outside professional organizations and businesses. Effective oral and written communication skills including editing and proofreading of correspondence. Must be able to handle high level confidential matters Ability to conduct self in a professional manner. Ability to work in an environment with frequent interruptions.
 
Preferred:
 
Event planning and coordination experience
 
Special Conditions Required:
 
May need to work some nights/weekends for events
 
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
  
• 
  Legal Right to work in the United States
  
• 
  Vaccination Policies
  
• 
  Smoking and Tobacco Policy
  
• 
  Drug Free Environment
  

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, Irvine is an Equal Opportunity/Affirmative Action Employer advancing inclusive excellence. 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 nondiscrimination 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 eec@uci.edu .
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