Administrative Assistant II

University of California, Irvine•Orange, CA

About The Position

Under general direction, the Administrative Assistant II reports to the Admin Supervisor and works as part of a team providing general administrative support to the Department of Neurology. The position manages front desk duties, including answering phones, greeting guests, ordering and maintaining office supplies, and providing general assistance. Under supervision, the incumbent performs a wide range of administrative support duties as the department grows, including supporting faculty, organizing departmental events, and completing general administrative tasks. The role requires efficiently prioritizing, processing, and tracking administrative issues to meet deadlines and complete tasks appropriately. Responsibilities and assignments vary daily, so the successful candidate must be organized, able to multitask, and effective at solving problems.

Requirements

Demonstrated ability to work independently in a complex working environment, adjust priorities as needed, and understand the department’s mission and goals.
English grammar and syntax skills sufficient to evaluate written materials and correct errors.
Ability to follow instructions and perform duties reliably with thorough attention to detail.
Ability to form and maintain cooperative working relationships and demonstrate effective interpersonal skills.
Ability to organize work for timely completion of assignments.
Thorough understanding of office procedures.
Ability to function in a team environment and maintain cooperative work relationships with faculty, staff, and administrators.
Excellent interpersonal and customer service skills.
Excellent communication skills, including the ability to write correspondence, policies, and analytical reports.
Excellent computer skills, including knowledge of Microsoft Word, Excel, and PowerPoint.
Ability to retrieve documents from various clinic sites.
High school diploma or equivalent experience.
1–2 years of relevant experience.
Must be able to provide proof of work authorization.

Nice To Haves

Ability to independently develop innovative, logical solutions to difficult, unusual, or first-time problems and provide recommendations for action.
Working knowledge of business document formats, including letters, memos, advertisements, and grant applications.
Bachelor's degree.
Previous experience providing administrative support to senior management.

Responsibilities

Manage front desk duties, including answering phones and greeting guests.
Order and maintain office supplies and provide general assistance.
Provide administrative support to the Department and its faculty.
Organize departmental events.
Perform general administrative support tasks.
Prioritize, process, and track administrative issues to ensure deadlines are met and tasks are completed appropriately.
Retrieve documents from various clinic sites.