Administrative Assistant III

University of California, Irvine•Orange, CA

About The Position

Under general direction, the Administrative Assistant III reports to the Admin Supervisor and works in a team providing general administrative support to the Department of Neurology. The position supports Department Administration and faculty, assists the accounting area with researching and filing documentation, and assists academic and human resources staff with paperwork and information gathering. The incumbent helps prioritize, process, and track administrative issues to meet deadlines and complete tasks appropriately. The role covers a broad range of responsibilities, including direct faculty support, word processing, research, financial administration, division support, and event coordination. It requires initiative, confidentiality, independence, sound judgment, flexibility, and the ability to adapt to changing priorities while working under pressure. The successful candidate uses critical thinking and problem-solving skills, communicates effectively in writing and verbally, applies creativity and knowledge of office technology, and follows tasks and projects through to completion. The position may require travel between offices and clinics on the Orange and Irvine campuses and requires some evening hours and/or overtime.

Requirements

Ability to work independently in a complex 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 effective interpersonal skills.
Ability to organize work for timely completion of assignments.
Thorough understanding of office procedures.
Ability to function in a team and maintain cooperative working 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 Microsoft Word, Excel, and PowerPoint.
High school diploma or equivalent experience.
2–3 years of relevant experience.
Experience with administrative procedures, including word processing, spreadsheet and database applications, calendar management, and customer service.

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.
Flexible schedule to accommodate overtime for special projects, conferences, time differences, and deadlines.
Ability to retrieve documents from various clinic sites.
Previous experience providing administrative support to senior management.

Responsibilities

Provide general administrative support to the Department, Department Administration, and faculty.
Assist the accounting area by researching and filing documentation.
Assist academic and human resources staff with paperwork and gathering information.
Prioritize, process, and track administrative issues to ensure deadlines are met and tasks are completed appropriately.
Provide direct support to faculty.
Perform word processing, research, and financial administration.
Provide division support and coordinate events.