Assistant to the Chair and Department

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.

About the Role

Under general direction of the Chief Administrative Officer (CAO) and Department Chair, provides executive administrative support to the Chair of the Department of Anatomy and Neurobiology, CAO, and two research departments in the School of Medicine. Requires independent decision making to coordinate the administrative needs of the Chair in managing both a department and a research laboratory.

Responsibilities

• Processing reimbursements and travel documents
• Coordinating updates to the department website and maintaining the department calendar
• Assisting with meeting agendas
• Coordinating travel and schedules for faculty recruitments
• Providing support for other administrative projects and tasks as assigned, such as conference room calendaring, equipment management, and space utilization management
• Ensuring all correspondence and other documents are produced using correct English grammar
• Problem solving, prioritizing, and developing operational systems to ensure effective performance of administrative functions and proper follow-up

Requirements

• Ability to interpret and follow detailed instructions
• Effective communication skills to represent the department orally and in writing to University and external constituencies
• Strong interpersonal skills to relate effectively with University and external constituencies
• Skill to perform work independently, organizing and prioritizing a diverse workload
• Demonstrated skill using PC equipment, word processing in a Windows environment, and other Windows applications such as Excel
• Proven ability to work independently and follow through on assignments
• Bachelor’s degree preferred

Preferred Qualifications

• Experience working in an academic or research setting
• Working knowledge of UC forms, policies, and procedures
• Working knowledge of UCI purchasing policies and procedures and UCI accounting documents and online financial systems
• Working knowledge of Cost Accounting Standards (CAS)
• Working knowledge of Federal granting agencies policies
• Previous experience providing administrative support

Special Conditions

• Hybrid schedule with a minimum of two days on site
• Must be onsite for specific events coordinated by position

Benefits

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.