University of California Irvine

Administrative Specialist


Updated: Sep 24, 2021
Location: UC Irvine Campus
Job Type:
Department: SOM-Research Support Services


Job Opening ID: 24122Reports To: Director of Research OperationsWorking Title: Administrative SpecialistDepartment: SOM-Research Support ServicesBargaining Unit: CXFLSA: Non-ExemptPayroll Job Code: 004722Job Location: UCI Campus- IrvinePercent of Time: 100%Work Schedule: 8-5 M-FEmployee Class: Career Position Summary: Reporting to the Director of Research Operations, the Administrative Specialist has primary responsibility for supporting the Vice Dean of Clinical Research in functions contributing to the smooth operation and management of the School of Medicine Dean's Office of Research, the Center for Clinical Research, and Alpha Stem Cell Center, and in handling critical projects independently. Tasks include, but are not limited to, special project administration, maintenance of calendars, coordination and arrangement of logistics for high level meetings and conferences, accurate preparation of correspondence, documents and agendas for meetings, answering incoming phone calls, coordination of travel arrangements, preparation of expense reimbursement documents, and management of a high volume of demands along with demonstrating independent judgment in identifying and resolving potential conflicts. Compensation Range: $24.66 - $28.94 Department Website:https://www.som.uci.edu/
Required: Experience working in a complex administrative environment. Minimum 2-3 years of relevant experience. Ability to analyze and resolve problems, review systems and situations, recognize alternatives and make recommendations for improvements Excellent verbal communication skills, including knowledge of, and correct use of, appropriate vocabulary, grammar and syntax to obtain and communicate information professionally, with diplomacy, tact and clarity. Interpersonal skills to establish and maintain professional working relationships with a diverse group of faculty, staff, students, campus departments and administrators on a national/international level, and with the public on a variety of complex, often sensitive issues. Demonstrated skill in fostering a congenial, helpful atmosphere at all times, and, even when faced with pressure and difficult situations, responding with tact and sensitivity in both electronic and in-person communications, either in groups or one to one. Demonstrated ability to work independently as well as part of a team, to complete tasks thoroughly and accurately under pressure of deadlines and frequent interruptions, and to adapt to sudden shifts in work assignments. Demonstrated ability to compose and proofread materials. Ability to determine what information is confidential and to protect the confidentiality of that information. Demonstrated analytical skills to identify and define issues and alternatives, to resolve problems, and to draw sound conclusions. Demonstrated computer skills, including proficiency in using Microsoft Office (Word, Excel, PowerPoint) for documents, spreadsheets and slides. Demonstrated ability to organize tasks, set priorities, and work effectively and productively under conditions of a heavy workload and frequent interruptions, distractions and deadlines. Ability to handle stressful circumstances calmly, effectively, and efficiently. Demonstrated ability to work independently with minimal supervision and to set priorities that accurately reflect the importance of the job responsibilities. Strong attention to detail and analytical skills sufficient to accurately apply policies and procedures. Demonstrated experience in maintaining flexibility and adaptability while assisting with implementation of institutional change. 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. Job Opening ID: 24122Reports To: Director of Research OperationsWorking Title: Administrative SpecialistDepartment: SOM-Research Support ServicesBargaining Unit: CXFLSA: Non-ExemptPayroll Job Code: 004722Job Location: UCI Campus- IrvinePercent of Time: 100%Work Schedule: 8-5 M-FEmployee Class: Career Position Summary: Reporting to the Director of Research Operations, the Administrative Specialist has primary responsibility for supporting the Vice Dean of Clinical Research in functions contributing to the smooth operation and management of the School of Medicine Dean's Office of Research, the Center for Clinical Research, and Alpha Stem Cell Center, and in handling critical projects independently. Tasks include, but are not limited to, special project administration, maintenance of calendars, coordination and arrangement of logistics for high level meetings and conferences, accurate preparation of correspondence, documents and agendas for meetings, answering incoming phone calls, coordination of travel arrangements, preparation of expense reimbursement documents, and management of a high volume of demands along with demonstrating independent judgment in identifying and resolving potential conflicts. Compensation Range: $24.66 - $28.94 Department Website:https://www.som.uci.edu/
Required: Experience working in a complex administrative environment. Minimum 2-3 years of relevant experience. Ability to analyze and resolve problems, review systems and situations, recognize alternatives and make recommendations for improvements Excellent verbal communication skills, including knowledge of, and correct use of, appropriate vocabulary, grammar and syntax to obtain and communicate information professionally, with diplomacy, tact and clarity. Interpersonal skills to establish and maintain professional working relationships with a diverse group of faculty, staff, students, campus departments and administrators on a national/international level, and with the public on a variety of complex, often sensitive issues. Demonstrated skill in fostering a congenial, helpful atmosphere at all times, and, even when faced with pressure and difficult situations, responding with tact and sensitivity in both electronic and in-person communications, either in groups or one to one. Demonstrated ability to work independently as well as part of a team, to complete tasks thoroughly and accurately under pressure of deadlines and frequent interruptions, and to adapt to sudden shifts in work assignments. Demonstrated ability to compose and proofread materials. Ability to determine what information is confidential and to protect the confidentiality of that information. Demonstrated analytical skills to identify and define issues and alternatives, to resolve problems, and to draw sound conclusions. Demonstrated computer skills, including proficiency in using Microsoft Office (Word, Excel, PowerPoint) for documents, spreadsheets and slides. Demonstrated ability to organize tasks, set priorities, and work effectively and productively under conditions of a heavy workload and frequent interruptions, distractions and deadlines. Ability to handle stressful circumstances calmly, effectively, and efficiently. Demonstrated ability to work independently with minimal supervision and to set priorities that accurately reflect the importance of the job responsibilities. Strong attention to detail and analytical skills sufficient to accurately apply policies and procedures. Demonstrated experience in maintaining flexibility and adaptability while assisting with implementation of institutional change. 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/7553016-administrative-specialist





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