Working Title: EECS Chair and MSO Executive Assistant
Cost Center: ELECTRICAL ENGR & COMPUTER SCI
Bargaining Unit: 99
Job Code: 007244
Job Location: UCI Campus - Irvine
Percent of Time: 100%
Work Schedule: 8-5, M-F
Reporting to the Department Chair and Department Administrator, under supervision, the Administrative Analyst independently conducts responsible and complex administrative analysis requiring a high-level knowledge of University administrative organization, policies, procedures, and practices; and performs other related duties as required. This position serves as a high-level executive to the Chair, coordinates a wide range of calendar, travel, lodging and reimbursement support ranging in complexity. The responsibilities of this position encompass a wide-range of administrative and managerial duties, including internal and external communications to wide range of audiences using a variety of platforms. This position will also serve in a backup capacity to the MSO and other staff positions within the Department of EECS as needed. Supports the MSO with a wide range wide range of operational analysis, planning, and general department operations such as equipment management, department purchasing/reimbursement needs, key management, office operations and related logistics. Coordinates a broad range of administrative functions, resource management and confidential administrative assignments. Initiates and provides support for various department projects as needed and also provides high level administrative and analytical support, event coordination, financial analysis and operational support for the Department.
Strong interpersonal skills and the ability to communicate effectively with campus administrators, faculty, staff and students from a variety of ethnic, social and educational backgrounds and to provide information, identify problems and develop solutions in a diplomatic and professional manner.
Ability to exercise effective decision skills aimed at accomplishing target goals
Ability to work independently and collaborate in a team environment supporting the goals and mission of the Department, School and Campus.
Skill and ability provide quality customer service to a wide range of internal and external stake holder through timely communication, response support and assistance.
Ability to analyze issues, situations and workload to assess and execute appropriate actions.
Demonstrated experience with (or ability to be quickly trained on) online tools used in the university environments, such as: email, google suite (drive, docs, sheets, forms, sites, etc.), slack, word press/wiki, and other modern software and project management tools. This is in addition to the more traditional Microsoft Office programs (especially Microsoft Excel and Word) Adobe Acrobat programs, as well as UC/UCI specific applications.
Ability to work independently and follow through on assignments with minimal direction and take necessary initiative to eliminate or mitigate potential negative effects. Attention to detail and striving for high standards.
Demonstrated ability to understand and analyze complex financial budgets, including retrieving data from the Kuali Financial System.
Excellent writing ability to produce clear and concise documents and analytical reports.
Ability to maintain confidentiality of records and information. Ability to maintain a high level of confidentiality and discretion in handling sensitive matters.
Must be familiar with University administrative organization, policies, procedures, and practices.
Organizational and time-management skills to prioritize multiple projects.
1-3 years of experience with BA/BS and/or a combination of equivalent education and experience
Working Experience with UC budgets, permanent department budget and accounting.
Knowledge of Kuali Financial System, UC Path, ZotPortal
Familiarity with UCI/UC administrative organization, policies, procedures, and practices.
Knowledge campus resources for students/faculty/staff. These may include but are not limited to the following: University Ombudsman, Counseling Center, Career Center, LARC, Disabled Student Services, Placement Office, LGBT Resource Center, Cross Cultural Center, UROP, and Composition Office.
Experience with student academic hiring practices and procedures.
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.