Reports To: Associate Director, Business Operations
Working Title: Administrative Specialist
Cost Center: IR7426
Bargaining Unit: 99
Job Code: 007646
Job Location: UCI Campus - Irvine
Percent of Time: 50%
Work Schedule: 8-12, M-F
Under the general supervision of the Associate Director, Business Operations, the Administrative Specialist serves as a key team member of the administrative operations team. Duties include, but are not limited to: acts as a liaison and representative for the office, reviews and analyzes a variety of complex and highly sensitive confidential information, manages purchase orders, expense reimbursements and payments, coordinating deliveries, reserving campus parking permits, procuring and maintaining department supplies, services and equipment, managing office, conference room and senior staff calendars, contact lists, administrative information and records. This individual must possess senior level administrative skills and a keen awareness of organizational politics and the tact and diplomacy to deal with all levels of personnel within the university system and in the private sector. Completes a variety of other special projects and assignments.
Required: Demonstrated experience providing analytical and administrative support to the operations of a challenging executive environment. Demonstrated ability to exercise discretion, sound judgment and maintain strict confidentiality regarding sensitive issues. Organizational skills to independently prioritize manage and complete multiple complex administrative and financial tasks to and meet deadlines in an environment of frequent interruptions and changing and competing priorities. Experience in effectively managing high-pressure situations. Demonstrated ability to analyze and implement university policies, procedures and practices. Skill and experience to manage administrative operations of an office/unit, including flow and storage of paper and electronic information, facilities and equipment management, and procurement of supplies and materials. Ability to anticipate and analyze problems and issues, determine appropriate solutions, and take action to mitigate potential negative effects as part of a team in order to meet the objectives of Strategic Communications & Public Affairs. Interpersonal skills to establish and maintain effective relationships, and in interactions with co-workers, all levels of university administration, faculty and staff, and a diverse public constituency in a professional manner. Verbal communication skills, knowledge of correct English and ability to speak clearly and distinctly to communicate on the phone and in person with a diverse constituency in a professional manner. Written communication skills and knowledge of correct use of English and ability to write, edit and proofread correspondence and other documents designed to communicate with a diverse constituency in a professional manner. Knowledge of basic accounting principles, skill to perform statistical calculations, and ability to analyze, track, monitor and reconcile financial information and format into reports. Skill to operate a personal computer and use word processing, spreadsheet, database, presentation, calendar management, email communication and Internet browser software, and operate office equipment such as copier and fax machines. Ability to work independently and in cooperation with units and offices on and off campus. Engage with department staff with a helpful, customer-service-oriented approach. Strong organizational and time management skills.
Familiarity with UCI administrative organization and leadership. Knowledge of university policies, procedures, and practices. Experience using UCI on-line administrative applications, including Kuali Financial System.
Final candidate subject to background check. As a federal contractor, UC Irvine is required to use E-Verify to confirm the work status of individuals assigned to perform substantial work under certain federal contracts/subcontracts.
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 .
Below are general guidelines on the position's physical, mental, and environmental working conditions. In accordance with applicable state and federal law, UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at (949) 824-0500.
Since 1965, the University of California, Irvine has combined the strengths of a major research university with the bounty of an incomparable Southern California location. UCI's unyielding commitment to rigorous academics, cutting-edge research, and leadership and character development makes the campus a driving force for innovation and discovery that serves our local, national and global communities.