Business Operations & Projects Specialist

University of California, Irvine•Irvine, CA

6h•Hybrid

About The Position

Reporting to the Chief of Staff and Associate Vice Chancellor for Strategy & Administration, the Business Operations & Project Specialist supports administrative operations and executive leadership within the Office of the Vice Chancellor, Health Affairs. The incumbent provides comprehensive executive support to the Chief of Staff, the Associate Vice Chancellor for Strategy and Administration, and other senior leaders within the office, while also serving as backup to the Executive Assistant to the Vice Chancellor as needed. Key responsibilities include complex calendaring, coordination of administrative logistics, and management of executive-level requests and shifting priorities. This role oversees daily administrative operations for both the office’s on-site and virtual presence, including shared mailbox management, office correspondence, supply inventory, and overall operational support. This position is responsible for the financial operations portfolio of the office, including purchasing, reimbursements, honoraria, travel arrangements, and other related activities, ensuring compliance with institutional policies. Additional responsibilities include, independently managing small- to medium-scale administrative and operational projects and providing project support through scheduling, agenda preparation, meeting minutes, document development, executive briefings, and related support. The role also coordinates high-level meetings, conferences, and special events, including onsite event support when required. The ideal candidate demonstrates the ability to manage multiple priorities, exercise sound judgment, and maintain discretion when handling confidential and sensitive information. Strong organizational skills, attention to detail, and the ability to independently develop effective solutions are essential. This position operates in a hybrid work environment. Additional onsite responsibilities may be required and are driven by meetings, events, and coverage needs for the office.

Requirements

Familiarity with the organization's processes, protocols and procedures.
Knowledge of federal regulations such as FERPA.
Thorough knowledge of common organization-specific and other computer application programs.
Solid analytical / problem-solving skills.
Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization as well as the Office of the President and external constituencies.
Strong service orientation.
Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies, both verbally and in writing.
Advising and counseling skills.
Ability to multi-task with demanding timeframes.
Ability to use high-level discretion and maintain a high level of confidentiality.
Solid skills in problem identification.
Bachelor's degree in related area and / or equivalent experience / training
5 Years of relevant job experience required