Administrative Specialist

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 Finance and Administration (DFA) provides services and support to over 50,000 students, faculty, and staff with the mission of advancing UCI's brilliant future and the vision of becoming world-class campus partners. DFA serves the university as planning partners, problem solvers, and solution providers—striving to make it as easy as possible for people to get the services they need, when they need them.

The University of California, Irvine Police Department, provides contemporary law enforcement services including patrol, traffic, investigations, community engagement, crime prevention and suppression, and security services to a daily population of more than 50,000 people.
The department provides public safety services for the Irvine campus and UCI Health communities. Working in partnership with the UCI community, we strive to provide services based on integrity, respect, transparency, fairness, and teamwork.

Your Role on the Team

Under the supervision of the Business Manager, the Administrative Specialist performs general clerical and administrative services essential to support the UCI Health Public Safety Division’s operation. The Administrative Specialist will maintain departmental records and pertinent files; prepare reports and other required records; and provide business services such as inventory and general clerical assistance. Performance requires independent problem solving, strong verbal and written communication skills; creative thinking; knowledge of a generally accepted accounting principles, university accounting practices, policies and procedures, and KFS functions, as well as the ability to apply this knowledge to daily job functions. Incumbent must act with professionalism and diplomacy with all levels of university administration, faculty, staff, students, patients and others; and maintain discretion and strict confidentiality regarding sensitive issues handled within the department.

What It Takes to be Successful

Required:

• Understanding written and verbal instruction.
• Excellent interpersonal skills to effectively develop and maintain cooperative and productive working relationships with a diverse group of individuals.
• Working knowledge of PC-based software (e.g. Word, Excel, PowerPoint & Outlook) and other general office equipment.
• Telephone and verbal skills to communicate clearly and effectively.
• Must display exceptional customer service and communication skills.
• The ability to read, write, and speak effectively in English.
• Bachelor's degree in related area and / or equivalent experience / training

Driver's License:

• Required to hold a valid drivers license, have a driving record that is in accordance with local policies/procedures, and/or enroll in the California Employer Pull Notice Program.

Preferred:

• One year or more of previous experience providing administrative support at the University of California or within a higher education environment.
• 1-3 yearsPurchasing and general office support

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.

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