Executive Assistant

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.

The Office of Academic Personnel is UCI's academic HR unit providing leadership and strategic partnership to UCI academic units and across the enterprise. As part of the Provost's Office team, we implement policies and create programs that enable our faculty and other academic appointees to focus on their innovative research, teaching and service responsibilities.

The Executive Assistant provides comprehensive analytical and executive administrative support to the Vice Provost (VP) for Academic Personnel as well as limited support to the VP's executive team. Exhibiting a commitment to integrity and excellence, the Executive Assistant works in cooperation with other office staff on a variety of assignments to support and ensure efficient operations of the Office of Academic Personnel.

The Executive Assistant provides proactive, responsive, and effective executive-level support and serves as a central resource for the coordination of administrative projects. Serves as the primary contact and liaison for all interactions involving the Vice Provost with all levels of management, staff, faculty, students, and external constituents. Anticipates the daily and long-range activities and needs of the Vice Provost.

Schedules meetings, manages logistics (meeting rooms, catering, computer/AV equipment), coordinates travel, processes payments/reimbursements, and plans events for senior leaders. Takes initiative and uses discretion with confidential information and ensures timely follow-up and completion of tasks and projects on behalf of senior leaders.

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.

The expected pay range for this recruitment is $63,800- $87,700 (Annual).

Required:

• Familiarity with the organization's processes, protocols and procedures to develop and create presentations and materials for meetings.
• Thorough knowledge of common organization-specific and other computer application programs such as Microsoft Office suite of applications; including word processing, spreadsheet, database, presentation, calendar management, email communication and operate office equipment such as copier and fax machines.
• Solid analytical / problem-solving skills.
• Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization as well as the Office of the President and external constituencies.
• Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies, both verbally and in writing. Excellent writing, editing and proofreading skills to compose letters, memoranda, reports, and other documents with proper grammar, spelling and punctuation.
• Ability to multi-task with demanding timeframes, multiple deadlines, and competing priorities.
• Ability to use high-level discretion and maintain a high level of confidentiality.
• Solid skills in problem identification.
• Familiarity with UCI administrative organization and leadership Demonstrated experience with UC/UCI on-line systems including Kuali Financial System (KFS)
• Minimum of three years of experience in executive and/or administrative support.

Special Conditions:

• Position eligible for hybrid work, inclusive of both onsite and remote work.

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, Irvine is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

For the University of California's Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20.

For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination.

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.