Events and Administrative Coordinator - UCI Health

Who We Are 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 School of Physical Sciences dean's office includes the office of advancement and the office of external relations and communications. Our advancement team provides comprehensive fundraising and alumni relations operations, partnering with donors, alumni, faculty, and school senior leadership to secure philanthropic resources for the school and its departments. The external relations and communications team is responsible for publicizing the school and its strategic priorities to internal and external audiences, partnering with faculty and researchers to promote their work through news releases, events, and digital and print platforms. The office provides resources and guidance on marketing best practices, websites, graphic design, media relations, and more. A highly productive and influential School on campus, our office hosts a workplace environment that strives for strong service and excellence, while inspiring creativity, teamwork, knowledge, professional development, and support for all its constituents. The atmosphere is educational, supportive, challenging, engaging, and rewarding where collaboration and innovation both thrive. This position will begin full time on-site. After assessing work productivity throughout the six-month probationary period along with satisfactory progress and supervisor approval, the incumbent may request a hybrid/remote schedule that fits within the unit's business needs. Your Role on the Team The School of Physical Sciences is recruiting an experienced, administrative operations professional to manage, plan and administer events as well as coordinate a broad range of administrative operations in support of advancement and external relations and communications. This position acts as the primary point of contact for faculty, staff, students, Dean's office, and central administrative units regarding assigned projects and administrative support. Directly and independently provides analysis and interpretation of policies and procedures related to event management, gift processing, and financial and general administration. Implements and oversees daily operations and develops and maintains financial tracking, budgeting, and forecasting for event funding. This position performs short- and long-term planning and provides extensive operational and administrative support and event management for the organization. This position may supervise undergraduate student workers and the successful candidate will demonstrate good judgment in selecting methods and techniques for obtaining solutions. Provides administrative support to School leadership. Well qualified candidates will thrive in a collaborative, team-oriented environment, with colleagues who value critical thinking and the ability to work independently. What It Takes to be Successful 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 $77,000- $92,550 (Annual). Required: Strong interpersonal skills and the ability to work effectively with internal and external constituents and to tactfully communicate and correspond in all mediums with volunteers, donors, patrons, faculty, students, and staff. Knowledge of a variety of operational activities such as event planning, basic fundraising processes. Working knowledge of common organization-specific and other computer application programs including Mac and PC platforms as well as Microsoft Suite (Excel/Word/Adobe), and Microsoft Windows software. Ability to use discretion and maintain confidentiality. Ability to recognize and understand apparent and implied hierarchy and to interact with persons at all levels of the hierarchy. Strong skills in short-term planning, analysis, problem-solving, and customer service. Ability to use sound judgment in responding to issues and concerns. Skill to analyze situations, define problems, identify and anticipate outcomes, formulate and communicate logical conclusions. Strong organizational skills and experience with working in an environment with demanding timeframes, competing objectives and frequent interruptions. Ability to work independently and follow through on routine assignments. Exceptional written and oral communication skills, to work as part of a team and to develop and maintain effective working relationships. Experience planning and implementing special events in an academic or similar environment. Bachelor's degree in related area and / or equivalent experience / training 3-5 years Progressive experience in administrative operations in a higher education or similar setting. Preferred: Experience in an advancement and/or external relations and communications office; knowledge of the dynamics of advancement and communications at academic or similar institutions. Knowledge of University rules and regulations, processes, protocols and procedures, UCI Foundation policies and procedures, campus online systems, and websites. Familiarity with basic graphic and/or creative design, minor website maintenance and event management platforms. Special Conditions: May need to work nights/weekends to attend and/or host events or meet deadlines. 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. Consideration for Work Authorization Sponsorship Must be able to provide proof of work authorization