ADMINISTRATIVE ASSISTANT III
University of California Irvine
ADMINISTRATIVE ASSISTANT III
Updated: Feb 19, 2021
Location: UC Irvine Campus
Department: UNDECIDED/UNDECLARED ADVISING
Job Opening ID: 15639
Reports To: Student Advisor Manager I
Working Title: Administrative Assistant III
Department: Undecided/Undeclared Advising
Bargaining Unit: CX
Payroll Job Code: 004722
Job Location: UCI Campus- Irvine
Percent of Time: 100%
Work Schedule: M-F, 8-5
Employee Class: Career
The Undergraduate/Undeclared Advising Office plays a critical role by connecting first-year students, who have not yet chosen an academic focus, with learning opportunities to foster and support their engagement, success, and the attainment of key learning outcomes.
Under general supervision of the Undergraduate/Undeclared (U/U) Advising Director, the incumbent provides overall administrative support to ensure the smooth functioning of services and programs of the office. Responsibilities include: assist with the coordination of student employee hiring and training, guidance, and oversight; process purchasing, travel, and other expenditures/reimbursements; maintains paper and electronic student files and ensures confidentiality of student records; helps with data collection efforts, analyses and reports; performs administrative processes, such as the quarterly student academic status processing, including deficiency notifications, probation emails and the processing of official University letters. Serves as department liaison with UCI Emergency Services and provides a variety of routine and non-routine administrative support to the professional staff.
5+ years of experience in administrative support or an equivalent combination of both education and experience.
Strong administrative skills and the ability to provide high quality customer service via various modes: phone, in-person, and virtually Ability to analyze data, perform analysis and produce reports Strong organizational skills Must be detail-oriented Ability to resolve problems that are complex, unusual, and non-routine and in return formulate solutions Skill to successfully organize schedules, create online appointments, monitor appointment enrollments and process attendance Working knowledge of query procedures and ability to determine methods and policy applications Demonstrate basic principles and methods of a professional field regarding phone, front desk reception and project assistance skills requiring a unique approach when addressing individual needs. Ability to interpret administrative policies that do not specifically dictate a course of action, including determining necessary data, analyzing appropriate information and evaluating possible plan-of-action and solutions Ability to screen phone calls to determine priority and urgency Ability to prioritize and complete work assignments in an environment of frequent interruptions, distractions and fluctuating workload Accurate typing, grammar and proofreading skills to prepare and edit letters, memos, emails, reports and forms Skill in reading and interpreting documents, written in English text, such as administrative policy and procedure manuals Ability to establish and maintain general office files and to develop a system of updating records/files Ability to establish, cultivate and maintain collaborative working relationships with faculty, staff and students Skill in interacting with persons of varied social, cultural, economic, and educational backgrounds to obtain and convey information Ability to exercise discretion in sensitive and confidential interpersonal dealings with faculty, staff, students and visitors Extensive interpersonal skills to interact and communicate effectively, in person and over the telephone, using tact and diplomacy Skill in working independently and setting priorities, following through with minimal direction Skill in using Microsoft Office Word, Excel, Microsoft Outlook and Outlook Web App (Exchange) Calendar
Experience working as an administrative assistant in higher education Knowledge of relevant UCI academic policies, guidelines and procedures Knowledge of UCI's policies, guidelines and procedures relating to finance and accounting and familiarity with UCI's accounting standards Experience working with UCI's financial system, Kuali.
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.
To apply, visit https://careersucirvine.ttcportals.com/jobs/6323725-administrative-assistant-iii
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