Executive Assistant to the Vice Provost of Graduate Education/Dean of the Graduate Division

Overview:

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.

The UCI Graduate Division provides leadership on all graduate education matters. We work with all academic units on campus to ensure that scholars from all over the world can learn, teach, and conduct the highest caliber research while pursuing graduate or postdoctoral training. We promote academic integrity and greater understanding by supplying information, guidance, and support to the campus community and beyond. Our aim is to enhance the educational experience by engaging and leading on all matters related to graduate student life: academic progress and advocacy, fellowships, funding and financial support, diversity, employment, and professional development. The Graduate Division coordinates with other Graduate Divisions across the UC system to ensure high quality educational experiences and promotion of graduate education system and state-wide.

Responsibilities:

Under the general direction of Vice Provost/Dean, the Executive Assistant provides executive, administrative, and high-level analytical support to the Vice Provost/Dean. Ensures administrative processes and office operations run smoothly in the Vice Provost/Dean’s office. Demonstrates good judgment in selecting methods and techniques for obtaining solutions.Serves as the primary contact and liaison for all interactions involving the Vice Provost/Dean with all levels of management, staff, faculty, students, and external constituents.Anticipates the daily and long-range activities and needs of the Vice Provost/Dean. Manages complex calendaring and scheduling, develops, and maintains efficient systems for managing information, projects, and communications, including those to be issued on behalf of the Vice Provost/Dean.Takes initiative and uses discretion with confidential information and ensures timely follow-up and completion of tasks and projects.

Qualifications:

Required:

• Familiarity with the organization’s processes, protocols and procedures to develop and create presentations and materials for meetings.
• Thorough knowledge of common organization-specific and other computer application programs such as Microsoft Office and the Adobe suite of applications; including word processing, spreadsheet, database, presentation, calendar management, email communication and operate office equipment such as copier and fax machines. Also,
• 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.
• Strong service orientation.
• Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students, and external constituencies, both verbally and in writing. Excellent writing, editing and proofreading skills to compose letters, memoranda, reports, and other documents with proper grammar, spelling and punctuation.
• Ability to multi-task with demanding timeframes, multiple deadlines, and competing priorities.
• Ability to use high-level discretion and maintain a high level of confidentiality.
• Solid skills in problem identification.
• Bachelor’s degree in related area and / or equivalent experience / training.
• 3-5 yearsprior administrative support experience

Preferred:

• Familiarity with UCI administrative organization and leadership.
• Demonstrated experience with UC/UCI on-line systems including Kuali Financial System (KFS) and WordPress for website updates and experience using social media.

Special Conditions:

• This position is fully onsite. Rare support on an evening or weekend may be necessary.

Total Rewards

In addition to the salary range listed below, we offer a wealth of benefits to make working at UCI even mor…