University of California Irvine

EXECUTIVE ASSISTANT TO THE PROVOST AND EXECUTIVE VICE CHANCELLOR


Updated: May 11, 2021
Location: UC Irvine Campus
Job Type:
Department: Provost General Operations

Job Opening ID: 18389

Reports To: Interim Associate Provost and Executive Vice Chancellor

Working Title: Executive Assistant to the Provost and Executive Vice Chancellor

Department: Provost General Operations

Bargaining Unit: 99

FLSA: Exempt

Payroll Job Code: 007385

Job Location: UCI Campus- Irvine

Percent of Time: 100%

Work Schedule: 8-5, M-F

Employee Class: Career

Position Summary:

The Office of Provost General Operations provides high-level strategic, administrative, and operational support to the Provost and Executive Vice Chancellor. The Provost and Executive Vice Chancellor is UC Irvine's chief academic and operating officer. Under the direction of the Chancellor, he assumes primary responsibility for the academic and organizational functioning of the campus and the advancement of the University's missions in research, teaching and service.

The Executive Assistant provides executive analytical and administrative support to the Provost and Executive Vice Chancellor (PEVC). The incumbent coordinates communications on behalf of the PEVC, including verbal or written response to complex and sensitive matters. The position requires demonstrated knowledge, experience, and flexibility in providing analytical and executive administrative support to executive management and management staff in an office with constantly changing priorities and assignments; ability to act with professional demeanor, poise and diplomacy with all levels of university administration, faculty, students and staff, community leaders, donors, public officials, distinguished guests, and others; and discretion to maintain strict confidentiality. For a senior leader, provides professional expertise for units at the highest levels of administration at the University. Develops and administers systems for managing information, projects and communications throughout unit, functions with a high degree of autonomy. Significant barriers to entry exist at this level (e.g., may require the approval of senior leadership).

Compensation Range:

Commensurate with experience

Department Website:

https://provost.uci.edu

Required:

5 - 7 years' experience with a BA/BS, or equivalent combination of education/experience.

Minimum 3 years' experience providing executive level support to executive management.

Experience operating a personal computer and use word processing, spreadsheet, database, presentation, calendar management email communication and Internet browser software, and operate office equipment such as copier and fax machines.

Knowledge of basic accounting principles, skill to perform statistical calculations, and ability to analyze, track, monitor and reconcile financial information and format into reports.

Experience providing analytical and executive level administrative support to executive management and to the operations of a challenging executive environment.

Experience operating a personal computer and use word processing, spreadsheet, database, presentation, calendar management email communication, document conversion software and tools, and Internet browser software, and operate office equipment such as copier and fax machines.

Knowledge of basic accounting principles, skill to perform statistical calculations, and ability to analyze, track, monitor and reconcile financial information and format into reports.

Ability to use a high level of discretion and maintain all confidentiality.

Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization as well as the Office of the President and external constituencies.

Ability to anticipate and analyze problems and issues, determine appropriate solutions, and take action to mitigate potential negative effects as part of a team in order to meet the objectives for the Provost General Operations. Organizational skills to independently prioritize manage and complete multiple complex analytical, administrative, and financial tasks to and meet deadlines in an environment of frequent interruptions and changing and competing priorities.

Ability to multi-task with demanding timeframes.

Strong skills to communicate and influence effectively with all levels of staff, faculty, alumni/donors, students, and external constituents, both verbally and in writing.

Advanced knowledge of the organization's processes, protocols, and procedures.

Skills to independently collect, review, analyze, comprehend, and summarize a variety of information and data, determine, and initiate action, and prepare and provide reports.

Intermediate to advanced knowledge of common organization-specific computer applications.

Strong analytical/problem-solving skills.

Preferred:

Small to mid-level project management skills.

Advising and counseling skills.

Advanced service orientation.

Knowledge of federal regulations such as FERPA.

Special Conditions Required:

Ability to remain flexible within variable work hours, and willingness to work evenings and weekends

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/6769051-executive-assistant-to-the-provost-and-executive-vice-chancellor





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