Executive Assistant

Founded in 1965, UC Irvine is a member of the prestigious Association of American Universities and is ranked among the nation's top 10 public universities by U.S. News & World Report. The campus has produced five Nobel laureates and is known for its academic achievement, premier research, innovation and anteater mascot. Led by Chancellor Howard Gillman, UC Irvine has more than 36,000 students and offers 224 degree programs. It's located in one of the world's safest and most economically vibrant communities and is Orange County's second-largest employer, contributing $7 billion annually to the local economy and $8 billion statewide.

To learn more about UC Irvine, visit www.uci.edu.

At the UCI Sue & Bill Gross School of Nursing, we dedicate ourselves to the education of nursing professionals who improve patient care and promote community and population health, locally and globally, and we strive to produce leaders in research, education, and clinical practice who will champion collaborative, compassionate, and interdisciplinary evidence-based practice.

Firmly committed to inclusive excellence, we are preparing nurse scholars who advance the science that guides practice, and we are preparing future faculty and policy specialists who educate our students to address the growing, aging, and increasingly diverse population of California and the nation. The academic programs that the Sue & Bill Gross School of Nursing offers include a Bachelor of Science in Nursing Science, a Master of Science in Nursing Science (MEPN), a Doctor of Nursing Practice (DNP), and a Doctor of Philosophy (Ph.D.) in Nursing Science.

The Executive Assistant provides high-level administrative and analytical support to the dean and senior leadership of the Sue & Bill Gross School of Nursing. Serving as the primary contact, receptionist, gatekeeper, and liaison for all interactions involving the dean and senior leadership, this role is crucial in enhancing organizational efficiency. The incumbent manages schedules, communications, and office operations while anticipating and identifying critical issues, researching solutions, and recommending courses of action based on existing policies and practices. The Executive Assistant performs a wide range of daily administrative, procurement, and organizational functions for the dean's office, including data collection and report creation, editing correspondence and documents, and formatting presentations. Additional responsibilities involve processing reimbursements and payments, managing room reservations, and formulating solutions in consultation with school leadership. The role also encompasses coordinating special events, supporting school-wide meetings, and assisting other administrative staff and units within the school. This position requires excellent communication skills, attention to detail, and the ability to handle confidential information with discretion.

Required:

• Experience providing administrative support, preferably to executive level campus administrators, including scheduling calendars and meetings, coordinating travel, prioritizing mail, screening telephone calls, and general office management.
• Ability to maintain a complex calendar.
• Strong attention to detail.
• Familiarity with the university processes, protocols and procedures.
• Solid analytical / problem-solving skills.
• 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 handle sensitive, confidential information, and requests with professionalism, tact, diplomacy, and excellent customer service.
• Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies, both verbally and in writing.
• Ability to multi-task with demanding timeframes.
• Ability to use high-level discretion and maintain a high level of confidentiality.
• Proven ability to manage and prioritize a workload with multiple deadlines, frequent interruptions, and changing priorities.
• Bachelor's degree in related area and / or equivalent experience / training.
• Familiarity with the university processes, protocols and procedures.

Preferred:

• Knowledge of federal regulations such as FERPA.
• Thorough knowledge of common organization-specific and other computer application programs, such as Outlook mail/calendar and Microsoft Word
• Solid skills in problem identification.
• Skill to interpret and apply policies as they relate to accounting functions.
• Demonstrated skill in project management.
• Experience with coordinating complex events.

Total Compensation

In addition to the salary range listed below, we offer a wealth of benefits to make working at UCI even more rewarding. These benefits may include medical insurance, sick and vacation time, retirement savings plans, and access to a number of discounts and perks. Please utilize the links listed here to learn more about our compensation practices and benefits. Expected hiring range ($71,259.77 - $77,271.70)

Conditions of Employment:

The University of California, Irvine (UCI) seeks to provide a safe and healthy environment for the entire UCI community. As part of this commitment, all applicants who accept an offer of employment must comply with the following conditions of employment:

• Background Check and Live Scan
• Employment Misconduct*
• Legal Right to work in the United States
• Vaccination Policies
• Smoking and Tobacco Policy
• Drug Free Environment

*Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

The following additional conditions may apply, some of which are dependent upon business unit or job specific requirements.

• California Child Abuse and Neglect Reporting Act
• E-Verify
• Pre-Placement Health Evaluation

Details of each policy may be reviewed by visiting the following page - https://hr.uci.edu/new-hire/conditions-of-employment.php

Closing Statement:

The University of California is an Equal Opportunity Employer. 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 Anti-Discrimination Policy.

We are committed to attracting and retaining a diverse workforce along with honoring unique experiences, perspectives, and identities. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable, and welcoming.

UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at (949) 824-0500 or eec@uci.edu.