Assistant to the Chair and Department - 14318-1A

Job description

Updated: Jan 16, 2021
Location: UC Irvine Campus
Job Type:

Job Opening ID: 14318

Reports To: ADMIN MGR 1

Working Title: Assistant to the Chair and Department


Bargaining Unit: CX

FLSA: Non-Exempt

Payroll Job Code: 004722

Job Location: UCI Campus- Irvine

Percent of Time: 100%

Work Schedule: 8-5, M-F

Employee Class: Career

Position Summary:

Under general direction, provide executive administrative support to the Chair and research department in the School of Medicine. Requires independent decision making to coordinate the administrative needs of the Chair in managing both a department and a research laboratory. Requires demonstrated high-level verbal and written communication and proofreading skills to ensure all correspondence and other documents are produced using correct English grammar. Responsible for problem solving, prioritizing, and developing operational systems to ensure effective performance of administrative functions and proper follow-up. Assists with purchasing for two departments and provides departmental administrative support when needed.

Compensation Range:


Department Website:


Demonstrated ability to independently organize multiple ongoing projects and set priorities to meet a variety of deadlines in an environment of frequent interruptions and conflicting demands. Ability to take initiative, ask questions and analyze problems. Effective oral and written communication and interpersonal skills with which to relate to a variety of individuals such as faculty, staff, students, and vendors both from within and outside of the University. Demonstrated ability to gather, synthesize and summarize data sufficient to prepare text, forms and camera-ready copy for a variety of tasks including manuscripts, slide originals, and abstracts. Demonstrated ability to maintain confidentiality and use discretion and good judgment in dealing with students, staff, and/or faculty who may be experiencing stress or other problems Proven skill in English grammar and syntax sufficient to evaluate written materials and correct errors. Ability to organize Zoom meetings and to assist other persons in hosting zoom meetings for groups of individuals. Demonstrated ability to perform thorough research and to keep records and/or statistics on same; must be attentive to detail. Ability to work independently, sometimes under minimal supervision, but must also be able and willing to work as a team participant. Ability to research, study, and interpret documents from diverse sources, compile salient information, incorporate with existing documents and materials, and communicate to appropriate Department, School, or University personnel. Demonstrated work experience in advanced features of standard computer software products including Microsoft Word, Excel Power Point, zoom, e-mail and the internet.


Previous experience providing administrative support Demonstrated ability to interpret and apply University administrative policies in a University setting.

Special Conditions Required:

Must be willing to work flexible hours on occasion in order to meet deadlines.

Final candidate subject to background check. As a federal contractor, UC Irvine is required to use E-Verify to confirm the work status of individuals assigned to perform substantial work under certain federal contracts/subcontracts.

The University of California, Irvine is an Equal Opportunity/Affirmative Action Employer advancing inclusive excellence. 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 nondiscrimination policy.

UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at (949) 824-0500.




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Job No:
Posted: 1/7/2021
Application Due: 3/8/2021
Work Type: Full Time