ADMIN OFCR 2 CX

University of California, Irvine•Irvine, KY

22h•Hybrid

About The Position

The Department Analyst reporting to the Department Manager(s) performs administrative, programmatic, financial and event coordination support to two departments in the School of Social Sciences. This position is part of a shared administrative support model within the School and will provide support to the Departments of Political Science and Chicano/Latino Studies. The position reports primarily to the Department Manager of Political Science, while working collaboratively with and receiving functional direction from the Department Manager of Chicano/Latino Studies for responsibilities supporting that department. The incumbent is expected to balance priorities across both departments, maintain clear and proactive communication with each Department Manager, and contribute to consistent and collaborative administrative practices across the School. The position is expected to remain flexible and responsive to evolving operational needs within the shared support model. As Analyst of these highly productive and influential departments, responsibilities include: financial administration to include but it not limited to reimbursements, purchases, stipends; contract and grant proposal preparation and submission; event coordination and orchestration, primary administrator for the undergraduate or graduate program; textbook ordering and database management; primary academic year and summer course scheduling coordinator; academic personnel administration of hires, merits and promotions; employment and salary administration; departmental website maintenance; customer service pertaining to daily administrative operations for faculty, staff, students and visitors in the Department of Political Science and the Department of Chicano/Latino studies. This position is eligible for hybrid/remote work.

Requirements

Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management.
Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills.
Demonstrated analytical skills and knowledge of an academic department to independently problem-solve and to provide long-range planning on a wide variety of matters: budgetary, space, academic and staff personnel, instructional program development and implementation, research and computing support, etc.
Solid knowledge of common University-specific computer application programs such as MS Word, PowerPoint, Excel, UCIbuy+/KFS, Data Warehouse and other UC-specific business systems.
Ability to use discretion and maintain confidentiality.
Strong skills in short-term planning, analysis, problem-solving, and customer service.
Knowledge of units on campus as referral services for students/faculty/staff.
Proven experience performing fiscal and budgetary planning and analysis for all funds and activities in the department to include operational and academic support and pre-award contracts and grants support functions.
Ability to perform effectively and efficiently with frequent interruptions, fluctuating workloads and competing needs of students, staff, and faculty.
Ability to communicate clearly and concisely with the campus community both verbally and in writing.
Ability to establish and maintain effective working relationships with administrators, faculty, staff, students and visitors.
Ability to work cooperatively in a team environment and to develop lasting working relationship.
Bachelor's degree in related area and / or equivalent experience / training.
1-3 yearsone to three years of experience in personnel or academic administration, or an equivalent combination of education and experience.
Must be able to provide proof of work authorization

Nice To Haves

Knowledge in planning for the delivery of a large and complex instructional program including experience with software programs for course scheduling, course action, and analytical studies, including: ESOC, Schedule 25E, NAIMS, ECAF and Sinet.
Knowledge performing academic personnel task that include Senate Faculty, Unit 18 Lecturers, other academics and and student academic hiring procedures, academic merits and promotions.

Responsibilities

Financial administration to include but it not limited to reimbursements, purchases, stipends
Contract and grant proposal preparation and submission
Event coordination and orchestration
Primary administrator for the undergraduate or graduate program
Textbook ordering and database management
Primary academic year and summer course scheduling coordinator
Academic personnel administration of hires, merits and promotions
Employment and salary administration
Departmental website maintenance
Customer service pertaining to daily administrative operations for faculty, staff, students and visitors in the Department of Political Science and the Department of Chicano/Latino studies