Administrative Operations Analyst

University of California, Irvine•Irvine, CA

10d•Onsite

About The Position

Under the supervision of the Department Chair and Chief Administrative Officer (CAO), the Administrative Operations Analyst (AOA) independently conducts responsible and complex administrative analysis and supports a wide range of assignments and responsibilities for the department. The AOA serves as a high-level executive to the Chair and coordinates administrative support, including complex calendaring, scheduling and special projects for the Chair. The responsibilities of this position encompass a broad array of administrative and managerial duties, including internal and external communications to students, staff, faculty, advisors and others using a variety of platforms. This position also supports the CAO and department administration broadly with a comprehensive scope of operational analysis, planning, and general department operations coordination which includes space and equipment management, department procurement and reimbursement needs, key management, office operations and related logistics. The AOA supports the CAO and faculty leads with tasks related to accreditation requirements including course materials collection and organization, attendance at coordination meetings and related communications and planning. Coordinates a broad range of administrative functions, resource management and confidential administrative assignments. Initiates and provides support for various department projects as needed including the coordination of student activities and quarterly faculty advising sessions. The AOA also provides high level administrative and analytical support, event coordination, and financial/budgetary planning and analysis.

Requirements

Ability to use sound judgment in responding to issues and concerns.
Strong communication and interpersonal skills to interact effectively with a diverse population at all levels of the organization, including students, both verbally and in writing.
Solid organizational skills and ability to multi-task with demanding timeframes.
Demonstrated strong attention to detail in all aspects of administrative work (event logistics, written communications, department finances, etc.).
Skill and ability to provide quality customer service to a wide range of internal and external stakeholders through timely communication, response support, and assistance.
Ability to analyze issues, situations and workload to assess and execute appropriate actions.
Ability to maintain confidentiality of records and information and to maintain a high level of confidentiality and discretion in handling sensitive matters.
Ability to work independently and follow through on assignments with minimal direction and to take initiative as necessary to eliminate or mitigate potential negative effects.
Ability to work independently and to collaborate in a team environment in support of the goals and mission of the Department, School and Campus.
Demonstrated experience with (or ability to be quickly trained on) common organization-specific and other computer applications and online tools including email, Google suite (Drive, Docs, Sheets, Forms, sites, etc.), Zoom, DocuSign, and other modern software and project management tools as well as Microsoft Office programs (Outlook, Excel, Word, and SharePoint), Adobe Acrobat programs and UC/UC Irvine specific applications.
Familiarity with University, School, and Department administrative organization, policies, procedures, and practices and the ability to apply them appropriately.
Ability to understand and analyze complex financial budgets, and to retrieve data from University financial systems.
Working knowledge of budgets and accounting.
Experience using Kuali Financial System (KFS), UCPath, ZotPortal, and other University systems.
Knowledge of UCI campus resources for students, faculty, and staff including the Office of the Ombuds, Human Resources, Counseling Center, Career Pathways, Disability Services Center, etc.
Bachelor's degree in related area and / or equivalent experience / training.
Must be able to provide proof of work authorization.

Nice To Haves

Working knowledge of student academic hiring practices and procedures.
3-5 years Administrative Experience supporting an academic department.

Responsibilities

Conducts responsible and complex administrative analysis.
Supports a wide range of assignments and responsibilities for the department.
Serves as a high-level executive to the Chair and coordinates administrative support, including complex calendaring, scheduling and special projects for the Chair.
Manages internal and external communications to students, staff, faculty, advisors and others using a variety of platforms.
Supports the CAO and department administration broadly with operational analysis, planning, and general department operations coordination.
Manages space and equipment.
Handles department procurement and reimbursement needs.
Manages key distribution and tracking.
Oversees office operations and related logistics.
Supports the CAO and faculty leads with tasks related to accreditation requirements, including course materials collection and organization.
Attends coordination meetings and handles related communications and planning.
Coordinates a broad range of administrative functions, resource management and confidential administrative assignments.
Initiates and provides support for various department projects as needed, including the coordination of student activities and quarterly faculty advising sessions.
Provides high-level administrative and analytical support.
Coordinates events.
Performs financial/budgetary planning and analysis.