Office Administrator

Irvine, Orange County
Aug 01, 2014
Department: University Advancement
Req No.: 2014-0495
Location: UCI Campus - Irvine

Job Summary

Under the direction of the Chief of Staff, the Office Administrator provides comprehensive support to the Office of the Vice Chancellor of University Advancement in a professional, resourceful and team-oriented manner. This position is responsible for providing and coordinating administrative services to the Chief of Staff (COS), Executive Director of UCI Foundation (ED) and Marketing/Communications Specialist (MCS). The Office Administrator serves as a liaison for external contacts and facilitates between the Vice Chancellor's office staff and key donors, prospects, community members and campus leaders through various mechanisms. Additionally, provides back-up support to the Executive Assistant to the Vice Chancellor.


Salary: Hourly $20.92

Work Schedule: 8-5, M-F

Career Position.

May work occassional evenings or 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.

Please attach your resume.


Click here to see the University Advancement website.


View Job Description for the position requirements. 

Job Description
Job Essential Function 1
Percent of Time: 55%
Prospect/Donor Relations
Gather, synthesize, and analyze accumulated donor/prospect data from a variety of sources  of prospect/donor giving capability and philanthropic tendencies.
Develop contact reports for the Vice Chancellor and Chief of Staff including detailed individual/foundation/corporate biographical information, charts, graphs, and budget information.
Develop communications and presentation materials for special projects and presentations for meetings, conferences and communications.
Coordinate requests for research on prospective donors as requested. Develop appropriate tracking mechanisms to ensure requests are fulfilled and that research is reviewed by the Sr. Executive Director of Prospect Development and filed appropriately and confidentially for future reference.
Manage tracking of contact reports and proposal records into donor database.  Coordinates all biographical updates with the Advancement Operations team, as needed.
Establish and maintain tracking system for Vice Chancellor regarding ongoing, future, and past projects, correspondence,  and action plans; allowing the monitoring of progress and maintaining calendar deadlines.  
Develop, assemble, and distribute informational packets; ensuring materials are branded appropriately.  Ensures donors/potential donors receive meeting notices in a timely manner.
Responsible for all aspects of event management (for meetings, tours, and small events)  including , but not limited to: reserving conference room space, arranging catering, preparing budget expense spreadsheets, arranging parking, notifying appropriate internal staff,  confirming with participants including preparing and sending draft agendas and scenarios/timelines, directions/maps, name tags and tent/place cards as needed.
Attends events as required (may include some evening and weekends) to welcome participants and guests, check-in and complete specific event-related assignments.
Extracts complex data from reports and prepares/formats the data in summary reports.
On a monthly basis, requests and compiles reports monitoring University Advancement fundraising activity. Compiles summary reports and distributes, as necessary.
Researches, gathers and analyzes information from the web to assist in preparing proposals, presentations and reports.
Provides support to office staff in creating mail merges, using various name lists, to combine form letters and donor addresses to produce group mailings.  Creates and maintains templates for recurring form letters, as requested.
Job Essential Function 2
Percent of Time: 30%
Administrative Support, Office of the Vice Chancellor
As initial point of contact for all callers/visitors to the Vice Chancellor s Office (VC),
screen incoming calls, assess priority of the call, and determine appropriate next point of contact.  
Maintain complex calendar for the Chief of Staff  (COS) prioritizing appointments, meetings, and other events with a variety of high level executives, staff, faculty, physicians, major donors and prospective donors.  Responds to requests for appointments on behalf of the Chief of Staff s availability to participate in meetings and facilitates scheduling in a timely fashion.  
Serve as back up to the Executive Assistant to the
Vice Chancellor regarding calendaring appointments for the Vice Chancellor.
Review with the COS calendar actions, action files, requests for appointments and speaking engagements, determines actions required, establishes priorities for meeting deadlines, provides follow-up as required.
Reviews, analyzes and prioritizes incoming requests by multiple sources, including e-mail, correspondence and verbally, that require the VC;s and COS  response or action.  Independently follow-up on VC and COS requests to other personnel to ensure that requested information and/or actions are completed.  
Create a wide range of materials including, correspondence, memoranda, e-mail and meeting agendas. Review materials to ensure correct spelling and accurate grammar.
Finalize correspondence for the Vice Chancellor or COS signature.
Manage distribution of all incoming and outgoing mail for the Vice Chancellor s Office. Routes mail to appropriate offices.
Responsible for coordinating all travel and lodging arrangements while complying with University policy; tracks travel reimbursements.
Processes PALCard and PayQuest payments for a variety of office purchases, expenditures, and miscellaneous items.  
Monitors and replenishes the inventory of supplies, compiles requests and orders supplies for the Vice Chancellor s Office, prepares and processes order forms.  Organizes and maintains supply storage and entertainment areas.  
Manages processing of expense reimbursements, purchase of office supplies and payment of invoices.  Coordinates with university advancement s finance office to ensure all financial transactions are documented appropriately and completed in a timely manner.
Coordinates schedule with other staff in the office suite to ensure coverage of office telephones from 8:00 a.m. to 5:00 p.m., Monday-Friday.
Job Essential Function 3
Percent of Time: 10%
Foundation Relations Support - University of California, Irvine Foundation 10%
Responsible for coordinating activities and developing materials for Trustee meetings including:  
Informational packets for Trustee meetings and board committee meetings
Create and send invitations for Foundation events
Track RSVPs from Trustees and special guests for Foundation meetings/events and make follow-up calls to invitees
Maintain the database and distribution lists for the Foundation members in Access, including updating Trustees  contact information
Maintain office supplies for the Foundation
Coordinate with parking services to arrange VIP parking permits for Foundation members
When required, attend committee meetings, events, and annual retreat and act as a liaison between donor groups and the university
Manage contact information for all board members.  In Advance, update personal profile and bio updates  
Update members information on the Foundation website and on-line directory, including members  biographical and business information
Job Essential Function 4
Percent of Time: 5%
Special Projects
Responsible for completing a variety of special assignments and projects as requested, in the above areas.
General knowledge of institutional advancement research methods.  Knowledge of fundraising terminology and resources.
Awareness of confidentiality issues related to proprietary university information gathered in the course of research.
Skill in utilizing electronic resources to locate and compile business and biographic information.
Demonstrated skill in writing and editing detailed, analytical reports.
Demonstrated ability to analyze situations, interpret data, define issues and develop solutions.
Political acumen sufficient to understand both implied and apparent hierarchy and deal appropriately with individuals at all levels within the organization.
Demonstrated skill in developing options and recommendations.
Excellent oral and written communications skills to impart information accurately, concisely, and clearly to a diverse population including staff, faculty, donors, and external constituents.
Ability to interact diplomatically with the public in a high volume, continuous public contact setting.  Ability to maintain equanimity in the face of resistance or indifference.
Demonstrated skill to handle sensitive, confidential information and requests generated by high-level business executives, major donors or governmental officials.
Demonstrated intermediate skill with MS Office Suite including, Word, PowerPoint, Excel and Outlook.
Knowledge of electronic calendaring systems and ability to schedule, prioritize, and coordinate meetings and events.

Ability to create grammatically correct routine business correspondence, such as brief memoranda and letters, from written or oral instructions in order to perform administrative duties with speed and accuracy.
Demonstrated skill in organizing meetings including securing location, ordering refreshments, and coordinating parking.
Organizational skills; demonstrated ability to prioritize workload; ability to work independently and use initiative; ability to organize and follow through with complex tasks to meet deadlines; and ability to function well in a teamwork environment.
Experience working in a high-level executive office environment.  Ability to organize and prioritize duties in a complex environment.
Bachelor's degree or equivalent combination of education and experience in providing support in an administrative function.
Ability to process and prepare accounting forms, such as for PALCard and PayQuest expenditures, to process invoices.
Knowledge of UC Irvine accounting procedures used to process invoices.
Knowledge of University Advancement s organizational structure and ability to direct/solicit information from appropriate individuals and/or refer to appropriate individuals.
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: Occasionally
Climb: Occasionally
Kneel: Occasionally
Handle Objects: Occasionally
Push/Pull: Occasionally
Reach Above Shoulder Level: Occasionally
Sit: Frequently
Stand: Occasionally
Walk: Frequently
Use Fine Finger Movements: Frequently
Carry/Lift Loads up to 25 Pounds: Not Applicable
Carry/Lift loads between 25-50 lbs: Not Applicable
Carry/Lift Loads over 50 Pounds: Not Applicable
Read/Comprehend: Frequently
Write: Frequently
Perform Calculations: Occasionally
Communicate Orally: Frequently
Reason and Analyze: Frequently
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