Administrative Assistant

University of California, Irvine•Irvine, CA

4d•Onsite

About The Position

The Department of Chemistry at UC Irvine is seeking a part-time (50%) Administrative Assistant to provide advanced administrative support to Professor Shaul Mukamel. This role involves coordinating travel, managing academic and research-related documentation, and supporting a wide range of operational and procedural activities. The position requires strong interpersonal skills, sound judgment, discretion, and tact. The incumbent will organize and prioritize multiple tasks in a fast-paced research environment, serving as a key resource for the faculty member, lab team, collaborators, and external partners. This position will operate fully onsite at the UCI campus.

Requirements

Ability to use sound judgment in responding to issues and concerns.
Skill in drafting, editing and proofreading materials for accuracy and completeness.
Ability to work independently and follow through on assignments with minimal supervision.
Working knowledge of common organization-specific and other computer application programs such as Mac, PC, Excel, Access, and Microsoft Windows software.
Skill to analyze situations, define problems, identify and anticipate outcomes, formulate and communicate logical conclusions.
Ability to use discretion, tact, and maintain confidentiality.
Exceptional written and oral communication skills to interact effectively with a broad range of faculty, staff, students, and visitors.
Solid organizational skills and ability to multi-task with demanding timeframes in an environment of competing objectives and frequent interruptions.
Bachelor's Degree in related area and/or equivalent experience/training
Less than 1 yearPrevious Administrative Experience
1-3 yearsPrevious Administrative Experience
Must be able to provide proof of work authorization

Nice To Haves

Experience planning and implementing special events in an academic environment.
Familiarity with University computer systems, policies and procedures.

Responsibilities

Prepares and maintains faculty curriculum vitae, publication records, abstracts, and related materials.
Assists with preparation of documents for proposals, progress reports, and professional recognition activities.
Coordinates travel arrangements, processes reimbursements, and manages logistics for meetings, conferences, and visitor visits in accordance with university policies.
Maintains and updates faculty curriculum vitae, publication lists, abstracts, and presentations.
Updates faculty research website with publications, talks, and professional activities.
Prepares draft materials and supporting documentation needed for postdoctoral scholar renewals and review processes.
Maintains organized records of scholarly activities and related documentation.
Coordinates travel arrangements including development of itineraries, communication with conference or meeting organizers, and preparation/submission of required presentation information such as talk titles and abstracts.
Books flights, lodging, and ground transportation in accordance with University travel policies and procedures.
Processes travel reimbursements and supporting documentation through university systems.
Coordinates lodging, visit logistics, and reimbursements for external collaborators or visitors hosted by the faculty member at UCI.
Participates in the development and revision of standard operating procedures and guidelines.
Prepares and compiles nomination materials for awards, honors, or recognitions for which the faculty member is nominated.
Drafts and prepares letters of reference or nomination materials for the faculty member’s review and submission.
Coordinates submission logistics and compiles supporting documentation for nomination or recognition programs.
Prepares and coordinates submission of paper or proposal reviews requested by journals, conference committees, or funding agencies.
Assists with preparation and submission of proposals, renewals, and progress reports for grants by compiling and formatting required materials for faculty review as needed.
Coordinates communications related to course or class activities as requested by the faculty member.