Executive Assistant

Updated: Feb 14, 2023 Location: Irvine-Campus Job Type: Department: Campus Human Resources

Job Opening ID: 48486

Reports To: Executive Director for Campus Human Resources (HR)

Working Title: Executive Assistant

Department: Campus Human Resources

Bargaining Unit: 99

FLSA: Exempt

Payroll Job Code: 007384

Job Location: UCI Campus- Irvine

Percent of Time: 100%

Work Schedule: 8-5, M-F

Employee Class: Career

Position Summary:

The UCI Human Resources (HR) enterprise is comprised of three unique business units: Medical Center, Health Sciences, and Main Campus. UCI HR's vision is to empower people to drive a culture of innovation, learning, and service requires that enables the success of individuals within the UCI community and those who aspire to join. The HR enterprise consists the Partnership for Strategy and Innovation (Partnership), People Services, Health HR, Campus HR, and the Office of the Chief HR Officer/Vice Chancellor. https: // hr.uci.edu/

Under minimal supervision by the Executive Director for Campus Human Resources (HR) and exhibiting a commitment to integrity and excellence, the Executive Assistant provides comprehensive executive administrative support to the Executive Director and other senior leaders in Campus HR. The Executive Assistant provides proactive, responsive, and effective executive-level support. Schedules meetings, assists the Executive Director in staying on schedule throughout the day, prepares daily folders, manages logistics (meeting rooms, catering, computer/AV equipment), coordinates travel, and processes payments/reimbursements. Schedules, facilitates, and supports Zoom meetings. Tracks, monitors, and manages action items on behalf of the Executive Director. Supports other projects and initiatives in Campus HR, as assigned. Assists with HR compliance-related projects, such as The Clery Act. Supports other units in HR as needed, such as scheduling candidate and search committee interviews for senior-level recruitments. Serves as a contributing member of the HR administrative team, along with the other executive assistants in UCI HR. Ensures administrative processes and office operations run smoothly in the executive's office. Demonstrates good judgment in selecting methods and techniques for obtaining solutions. Acts with professionalism and diplomacy.

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.

$58,500.00 - $103,700.00 (annual)

Department Website:

https: // www. hr.uci.edu/

Required:

Minimum of two years of experience in executive and/or administrative support.

Bachelor's degree in related area and / or equivalent experience / training.

Solid analytical / problem-solving skills. Ability to use high-level discretion and maintain a high level of confidentiality. Ability to multi- task with demanding timeframes.

Thorough knowledge of common organization-specific and other computer application programs, including Microsoft Office Suite (Outlook, Word, Excel, PowerPoint). Strong service orientation.

Strong skills to communicate effectively with all levels of the UCI community, both verbally and in writing. Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization and the UCI community.

Solid skills in problem identification. Ability to provide consultation to senior leaders.

Preferred:

Familiarity with the organization's processes, protocols and procedures.

Special Conditions Required:

This position may be required to report at different work sites between the campus in Irvine and UCI Health in Orange. The incumbent must be able to provide their own means of transportation to/from work locations.

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

Legal Right to work in the United States

Vaccination Policies

Smoking and Tobacco Policy

Drug Free Environment

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 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.

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 [email protected]

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