Acts as the primary contact and liaison for a wide variety of professional and administrative responsibilities involving the Chair, CAO, Vice Chairs and Department Senior Staff. Includes coordination and arrangement of logistics for high level meetings and conferences, accurate preparation of correspondence, documents and agendas for meetings, answering and screening incoming phone calls, coordination of travel arrangements, preparation of expense reimbursement documents, and management of a high volume of demands for the Chair and CAO's time along with demonstrating independent judgment in identifying and resolving potential conflicts. Maintains strict confidentiality, tact and professionalism in interactions and collaborative efforts with faculty, staff, patients, national and international contacts. This position plans and coordinates large meetings, conferences and special projects and programs. Screens, prioritizes and independently manages a high volume of daily mail and phone calls. Duties require an ability to exercise judgment in setting priorities, multitasking and adapting to changing workloads, and completing deadlines while maintaining flexibility and a professional demeanor.
Uses professional concepts to apply organization policies and procedures to oversee a variety of ongoing administrative operational issues. Administers defined operational program. Analyzes and resolves operational problems of moderate scope.
Undergraduate college degree and 1-3 years of experience; or an equivalent experience.
Ability to use sound judgment in responding to issues and concerns.
Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing.
Solid organizational skills and ability to multi-task with demanding timeframes.
Working knowledge of common organization-specific and other computer application programs.
Ability to use discretion and maintain confidentiality. 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
Ability to analyze and resolve problems, review systems and situations, recognize alternatives and make recommendations for improvements.
Excellent English 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 at all times, and, even when faced with pressure and difficult situations, responding with tact and sensitivity in both 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.
Excellent English writing skills to write concise, accurate correspondence, administrative reports, and procedures in using correct grammar, punctuation and syntax. 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.
Working knowledge of contractual/legal agreements. Knowledge of Shared Point / website maintenance.
Experience working in an academic or medical setting with faculty, trainees, patients and staff. Applied knowledge of medical terminology.
Working knowledge of University of California policies, procedures and forms.
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.