Administrative Assistant

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 mission of the Study Abroad Center is to foster a culture at UCI in which study abroad is expected and achievable for all students. We also support our international reciprocity and exchange students so as to enhance their academic and personal experiences in the U.S.
The Center reports to the Office of Global Engagement Office and assists students in participating in programs abroad that offer unique academic opportunities, international learning and personal development while making progress toward their UCI degree. Graduates who have studied abroad become future leaders - in public, private and non-profit sectors - with a more nuanced understanding of other countries and cultures as well as greater self-awareness and self-confidence. We aim to ensure that our students' global experiences help them affect positive change in the world, both locally and globally.

Under the direct supervision of the Operations Manager, the Administrative Assistant provides critical administrative and financial support to the Study Abroad Center (SAC) office operations, staff, and related activities. This position is responsible for ensuring excellent customer service is provided by SAC's front desk reception, including providing accurate information to students, faculty, staff, and the community on SAC's various programs and services under the guidance of Study Abroad Advisors. Oversees student staff covering front desk reception, Peer Advisors and first stage advising. Tracks and reports various student activities such as applications, enrollment, and participation data. Oversees and coordinates logistics for SAC events. Serves as the Unit Business Coordinator for SAC and is a liaison with the OVPTL Business Office and Personnel Office, which includes collecting/providing data and information, accounting, bookkeeping, reimbursement, purchasing and monitoring expenses, updating and managing operating budget reports, and coordinating facilities requests.

Required:

• 3-5 years of experience in administrative support or an equivalent combination of both education and experience
• Demonstrated experience in the areas of accounting, budgeting, analysis, and fiscal close
• Excellent interpersonal and communication skills with a friendly and approachable demeanor to interact with a wide variety of constituents, such as students, faculty, staff, parents, and the general public
• Ability to provide high quality customer service via various modes such as phone, e-mail, and in-person
• Strong administrative, organizational, and problem-solving skills
• Detail-oriented
• Ability to effectively manage and track details of projects, priorities and deadlines
• Demonstrated ability to work independently, multi-task, and adjust priorities based on office needs
• Ability to analyze data, produce reports, and suggest solutions
• Accurate typing, grammar and proofreading skills to prepare and edit letters, memos, e-mails, reports and forms
• Skill in interacting with persons of varied social, cultural, economic, and educational backgrounds to obtain and convey information and promote inclusive excellence
• Ability to establish, cultivate and maintain collaborative working relationships with the SAC team
• Skill in using Microsoft Office Word, Excel, and Microsoft Outlook
• High school diploma or equivalent experience
• 3-5 years of experience in administrative support or an equivalent combination of both education and experience

Preferred:

• Experience working in an administrative position within higher education
• Interest and background knowledge of undergraduate study abroad experience
• Knowledge of UCI's policies, guidelines, and procedures relating to finance and accounting
• Experience working with UCI's financial system, Kuali
• Skill in establishing and maintaining comprehensive paper and electronic file systems with easy user access
• Experience working in an administrative position within higher education

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 $28.49 - $31.92 (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 eec@uci.edu.