Administrative Specialist

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.

Academic Affairs is here to support faculty and staff and to provide policy analysis, interpretation, and training in academic personnel actions. Through collaboration and guidance, we hope to aid faculty and staff in achieving the full potential of the School of Medicine's "Discover, Teach, Heal" mission.

Reporting to the Health Sciences Compensation Plan Manager, the Administrative Specialist has primary responsibility for supporting the Faculty Development Associate Deans, Academic Affairs Staff in all functions contributing to the smooth operation and management of the overall operational functions of the School of Medicine Dean's Office and in handling critical projects independently. This includes, but is not limited to, special project administration, coordination and arrangement of logistics for high level meetings and conferences, accurate preparation of correspondence, documents and agendas for meetings, maintenance of calendars, preparation of expense reimbursement documents, and management of a high volume of demands along with demonstrating independent judgment in identifying and resolving potential conflicts.

Required:

• Ability to analyze and resolve problems, review systems and situations, recognize alternatives and make recommendations for improvements.
• Excellent verbal communication skills, including knowledge of, and correct use of, appropriate vocabulary, grammar and syntax to obtain and communicate information professionally, with diplomacy, tact and clarity.
• Interpersonal skills to establish and maintain professional working relationships with a diverse group of faculty, staff, students, campus departments and administrators on a national/international level, and with the public on a variety of complex, often sensitive issues.
• Demonstrated skill in fostering a congenial, helpful atmosphere, and, even when faced with pressure and demanding situations, responding with tact and sensitivity in electronic and in-person communications, either in groups or one to one.
• Demonstrated ability to work independently as well as part of a team, to complete tasks thoroughly and accurately under pressure of deadlines and frequent interruptions, and to adapt to sudden shifts in work assignments.
• Demonstrated ability to compose and proofread materials.
• Ability to determine what information is confidential and to protect the confidentiality of that information. Demonstrated analytical skills to identify and define issues and alternatives, to resolve problems, and to draw sound conclusions.
• Demonstrated computer skills, including proficiency in using Microsoft Office (Word, Excel, PowerPoint) for documents, spreadsheets and slides.
• Demonstrated ability to organize tasks, set priorities, and work effectively and productively under conditions of a heavy workload and frequent interruptions, distractions and deadlines.
• Ability to handle stressful circumstances calmly, effectively, and efficiently.
• Demonstrated ability to work independently with minimal supervision and to set priorities that accurately reflect the importance of the job responsibilities.
• Strong attention to detail and analytical skills sufficient to accurately apply policies and procedures. Demonstrated experience in maintaining flexibility and adaptability while assisting with implementation of institutional change.
• Experience working in a complex administrative environment. Minimum 2-3 years of relevant experience.

Total Compensation

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.

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 (949) 824-0500 or eec@uci.edu.