Office Manager and Executive Assistant

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 Division of Enrollment Management is a key campus thought partner that provides collaborative leadership in university-wide efforts, utilizing systematic, innovative, and synergistic approaches to leverage a data-informed enrollment strategy to improve market distinctiveness, and execute the campus strategic plan. The division comprises the offices of Enrollment Management, Financial Aid & Scholarships, University Registrar, and Undergraduate Admissions.

The mission of the University Registrar is to provide academic support services in an atmosphere of prompt, accurate, and friendly service to the campus community through practices consistent with the mission and values of the university. The Office is responsible for maintaining student records, issuing reports of grades, and distributing official publications.

Your Role on the Team

Under the supervision of the Finance and Human Resources Manager, the Office Manager and Executive Assistant provides administrative and analytical support to manage the business functions and operation of the Office of the University Registrar. Provides support to the University Registrar to ensure timely and accurate flow of information related to official business, projects, and upcoming events. Provides calendar, scheduling, travel, and administrative support to the University Registrar. Interacts professionally and efficiently with all constituencies in person, by telephone, and written communication, including email. Responsible for the University Registrar being on time and fully briefed for meetings. Manages complex system for immediate accessibility of items on request for the University Registrar. Researches and prepares information on highly sensitive issues. Maintains confidentiality at all times.

What It Takes to be Successful

Required:

• Demonstrated experience providing executive administrative support.
• Solid communication and interpersonal skills to communicate effectively verbally and in writing with the public and members of all levels of the University.
• Solid organizational skills and ability to multi-task with demanding timeframes and rapidly shifting issues-related priorities with long range assignments.
• Working knowledge of common organization-specific and other computer application programs, including Outlook, Excel, Word, PowerPoint, Teams, Zoom, web browsers, and email. Ability to use both Mac and PC operating systems.
• Ability to use discretion and maintain confidentiality.
• Ability to comprehend substance of written communications and preserve interrelationships with materials and activities.
• Ability to determine, coordinate, and initiate actions on a broad variety of communications and request information.
• Ability to analyze administrative problems or issues and recommend appropriate solutions.
• Working knowledge of efficient office systems and methods including filing, recording, organizing workflow, and scheduling.
• Ability to compose and prepare narratives, graphs, and tables quickly, accurately, and grammatically correctly.
• Ability to create and foster professional working relationships with immediate office staff, members of the campus community, and vendors.
• Ability to interpret, apply, and enforce policies.
• Bachelor's degree in Business Administration or related area and / or equivalent experience / training

Preferred:

• Working knowledge of university structure, organization, policies, and practices, and familiarity with the Family Educational Right to Privacy Act (FERPA).
• Working knowledge of campus financial (KFS), payroll (UCPath), time recording (TRS), and student information (ARIES) systems.
• California notary certification.
• 1-3 yearsexperience or equivalent training

Total Rewards

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 $34.38- $37.60 (Hourly).

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 is an Equal Opportunity Employer. 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 Anti-Discrimination 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].

Consideration for Work Authorization Sponsorship

Must be able to provide proof of work authorization