Faculty Assistant

Irvine, Orange County
Jul 15, 2014
Administrative Jobs
Academic Affairs
Department: School Of Law
Req No.: 2014-0628
Location: UCI Campus - Irvine

Job Summary

As members of the Faculty Assistant Support Team (FAST) and under the general supervision of the Faculty Support Administrator, faculty assistants are responsible for providing comprehensive instructional, administrative, and research support to School of Law faculty. Faculty assistants are expected to provide a high level of customer service to faculty, staff, students, and the University at large. Tasks completed for this position may include but are not limited to preparing class materials, managing course pages, processing student grades, calendaring, organizing, filing, making travel arrangements, preparing reimbursements, proofreading, editing, converting documents across multiple programs, processing letters of recommendation, administering course evaluations, coordinating special events and meetings, maintaining faculty suites, and acting as a liaison between faculty and administration, students, staff, and the public. Members of FAST are expected to conduct research and provide analyses and solutions for administrative problems and apply extensive knowledge of School of Law and University administrative policies and procedures.


Faculty assistants must consistently exercise a high degree of initiative, confidentiality, independence, good judgment, flexibility in performing a wide variety of duties, and the ability to adjust to changing priorities and work well under pressure. Additionally, faculty assistants must possess outstanding customer services skills and work effectively with faculty, students, and all levels of staff (both within the School of Law and across the UC Irvine campus). Performance at this level requires independent problem solving, strong verbal and written communication skills, creative thinking, knowledge of office environment and technology, and a commitment to seeing tasks and projects through to completion. Additional responsibilities may include providing support for Law School programs and centers, tracking accounts and expenditures, and assisting other FAST members and faculty as necessary.


Salary: Hourly $20.24 to $21.65

Work Schedule: 8-5, M-F

Career Position.

Working hours are M-F, 9:00a-6:00p, dependent on coverage needs and subject to change. Please submit a cover letter in addition to the completed CSS form and resume.

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.

Please attach your resume.


Click here to see the School Of Law website.


View Job Description for the position requirements. 

Job Description
Job Essential Function 1
Percent of Time: 50%
Course Management:

Coordinate textbook and course pack orders with the campus bookstore, Registrar s Office, and Law Library
Request review and desk copies of book from publishers
Prepare and/or proofread handouts for class
Upload course materials to various course management systems
Communicate important course information to students by e-mail and/or course websites; answer course-related questions appropriately
Administer instructor evaluations to variously sized classes, as necessary
Proofread, prepare, and print final examinations

Report all cancelled classes to the Registrar s Office and assist in establishing potential make-up class days/times using the Law School Master Calendar
Arrange meetings and other non-class events for faculty and students throughout the semester
Schedule alternate rooms for classes as needed
Grade Management:
Collect and record submission times against due dates; record and manage grades throughout the semester/year
Provide grade information and distribute graded assignments to students
Create and maintain an effective filing system (electronic and hard file) for completed, graded assignments
Coordinate submission of semester grades and work with Registrar s Office to ensure grading policies are satisfied
Job Essential Function 2
Percent of Time: 35%
Purchases, Reimbursements & Expense Tracking:
Coordinate with the Business Office as necessary to establish new budget codes, obtain exceptional approval from the Dean or other departments on campus, and ensure financial paperwork submitted properly
Arrange travel for faculty and students using APL e-card when applicable
Process reimbursements using the University s PayQuest system
Using the correct faculty budget codes, order research materials and office supplies through the Law School s Internal Requisition System
When acting as primary administrative support for centers and/or student organizations: track expenses in a budget spreadsheet, advise on expenses, relay policies on purchasing, process purchasing paperwork and reimbursements, and report balance summaries as needed
Event Coordination & Assistance:
Coordinate and assist with all aspects of guest speaker s experience: e-mail correspondence, providing maps and directions prior to arrival, reserving parking permits using appropriate accounting codes, processing any necessary reimbursements and/or paperwork after visit
Manage invitations, RSVPs, and questions from participants
Coordinate and implement any audio-visual needs with our ITS department
Determine and order appropriate catering; set up tables and any necessary equipment or props
Prepare any handouts, presentation materials, or room accommodations as needed
Coordinate on-site registration and guest direction
Additional Administrative Tasks:
Provide general office assistance to assigned faculty members including directing phone calls, sending e-mails and faxes, copying and scanning, and answering routine inquiries from students, faculty, staff, and the public
Proofread and prepare letters of recommendation on behalf of faculty using MS Word, MS Excel, and OSCAR
Update faculty information in myData and assist in preparing merit and promotion files
Work with the Web Developer to maintain current faculty information on the website
Prepare outgoing mail and deliver incoming mail
Maintain orderly and fully-stocked faculty common areas, including seating areas, kitchens, copy rooms, and supply areas
Work with the ITS department to troubleshoot issues with printers and copiers
Complete special projects as assigned
Job Essential Function 3
Percent of Time: 15%
Manuscript Assistance:

Format citations, proofread, and edit research papers and books for publication submission
In cases where materials are too lengthy or complex for internal handling, recommend that materials be sent to contract editor to ensure adequate attention is devoted to project without jeopardizing time commitments to other duties
Process handling and filing of license agreements
Analysis & Research Assistance:
Conduct library and internet searches for research materials utilizing Law School s electronic library resources as necessary
Retrieve data from public resources and manage data for faculty scholarship (entry, verification, and troubleshooting in MS Word/Excel)
Arrange for library document delivery and ensure proper billing of document delivery charges to appropriate faculty accounts
Undergraduate degree with strong academic performance
Positive attitude with good organization, time management, and communication skills
Ability to work effectively within a team environment, as well as independently
Ability to demonstrate analytical and problem-solving skills within a fast-paced environment
Ability to perform the essential duties of the position with time constraints and interruptions
Ability to adjust to changing priorities and work well under pressure
Ability to multi-task and meet aggressive deadlines
Excellent knowledge and usage of grammar, spelling, and punctuation
Strong writing, organizational, and computer skills
Proficiency in Microsoft Word, Excel, and PowerPoint
Willingness to be hands-on and very customer- and service-oriented
Ability to quickly learn and use new technology with minimal supervision and training
Proven commitment to and ability to provide high-level customer service in attitude and work ethic
Ability to be forward thinking and anticipate problems and solutions
Attention to detail, ability to follow complex verbal instructions, and commitment to quality of output
Personal organization skills to keep track of all task, projects, and relevant action items
Demonstrated ability to initiate, design, plan, and execute multiple complex projects simultaneously with accuracy and efficiency in a high-pressure environment
Proven success in a goal-oriented, team environment
Tact, discretion, and experience handling confidential information
Comfortable with academic and technical legal language required to effectively support law professors
Ability to successfully complete and adhere to the University s FERPA training and policies
Working knowledge of LexisNexis and Westlaw
Experience providing administrative support in a higher education setting
Experience in event coordination and/or the service industry
Experience using graphic design software
Research and statistical skills
Working knowledge of appropriate University and agency policies and procedures
Knowledge of UCI internal online PayQuest reimbursement program, SNAP portal, myData, and Cascade Server CMS (Content Management System)
Below are general guidelines on the position's physical, mental, and environmental working conditions.
In accordance with applicable state and federal law, UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at (949) 824-5210.
Bend: Occasionally
Squat: Occasionally
Crawl: Not Applicable
Climb: Not Applicable
Kneel: Not Applicable
Handle Objects: Constantly
Push/Pull: Frequently
Reach Above Shoulder Level: Frequently
Sit: Constantly
Stand: Constantly
Walk: Constantly
Use Fine Finger Movements: Constantly
Carry/Lift Loads up to 25 Pounds: Frequently
Carry/Lift loads between 25-50 lbs: Not Applicable
Carry/Lift Loads over 50 Pounds: Not Applicable
Read/Comprehend: Constantly
Write: Constantly
Perform Calculations: Constantly
Communicate Orally: Constantly
Reason and Analyze: Constantly
Chemical/Biological Agent: Not Applicable
Construction Activities: Not Applicable
Contact with Water/Liquids: Not Applicable
Drive Motorized Equipment: Not Applicable
Confined Spaces: Not Applicable
Elevated Work Location: Not Applicable
Radioactive Materials: Not Applicable
Temperature Variations: Not Applicable
Gas System: Not Applicable