Administrative Assistant - University of California, Irvine
Irvine, CA 92697
About the Job
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.
Our Center for Translational Vision Research at the Gavin Herbert Eye Institute serves as an international leader in advancing research and bolstering the support of investigators pursuing basic and translational sciences relevant to vision. We are bringing together exceptional scientific expertise from within the University,
the School of Medicine and other schools, and complementary research programs to advance collaborations that focus on fundamental discoveries in vision research with translational potential. We aim to integrate basic and clinical research, including genetics and pharmacology, in order to develop innovative and accessible
therapies for millions robbed of their sight or progressing toward blindness.
The UCI Center for Translational Vision Research (CTVR) is seeking an organized and efficient Administrative Assistant to join our administrative team. Under general direction from the Associate Research Director, the Administrative Assistant will play a crucial role in ensuring smooth day-to-day operations and supporting the growth of our department.
Administrative Support: Perform a wide range of administrative tasks to support departmental operations. This includes assisting faculty, organizing departmental events, processing reimbursement requests, and general administrative duties.
Event Coordination: Organize and manage events, including the Distinguished Speaker weekly series. Responsibilities include catering arrangements, travel accommodations for speakers, creating itineraries, and supporting other events.
Marketing and Promotion: Support marketing and advertising activities for the center and its events. This includes maintaining social media accounts and designing promotional materials.
Task Management: Prioritize, efficiently process, and track administrative issues to ensure deadlines are met and tasks are completed accurately.
Collaboration: Work in a team environment, demonstrating effective problem-solving skills and the ability to multi-task and stay organized in a dynamic setting.
Key Responsibilities Include:
- Working knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.
- Requires verbal and written communication skills, active listening, critical thinking, multi-task and time management skills.
- Previous experience providing administrative support to senior management
- Demonstrated skill in English grammar and syntax sufficient to evaluate written materials and correct errors Required
- Demonstrated skill in forming and maintaining cooperative working relationships with others, i.e. effective interpersonal skills Required
- Skill in organizing work for timely completion of assignments Required
- Thorough understanding of office procedures Required
- Ability to independently develop innovative, logical solutions to difficult, unusual, or first time problems and provide recommendations for action Required
- Skill to function in a team environment by establishing and maintaining cooperative work relationships with faculty, staff, and administrators Required
- Excellent interpersonal and customer service skills Required
- Working knowledge of business document formats; letters, memos, advertisements, grant applications etc Preferred
- Excellent Computer Skills including knowledge of Microsoft Word, Excel and Power Point Required
Required:
- High school diploma or equivalent experience
- 1-2 years of relevant experience
Preferred:
- Bachelor’s degree
Special Conditions:
- May require after hours work for special events planned at CTVR and Department of Ophthalmology
- Flexible schedule to accommodate overtime due to special projects, conferences, time differences; deadlines, etc.
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.
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. 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.