Division Assistant

University of California, Irvine•Orange, CA

17h

About The Position

Under the general supervision of the Division Administrator in the Department of Medicine, the Division Assistant will be responsible for providing support to the functions of all departmental divisions, including financial support in the management of unrestricted accounts and preparation of documents travel and expense reimbursement, many of which are on federal awards. Incumbent will be responsible for purchasing for multiple laboratories using Kuali Financial system and pal card when appropriate. Incumbent will assist with basic academic personnel matters related to preparing files, supporting documents for academic appointments, and without salary appointments. The Division Assistant works on operational and/or procedural assignments that require the exercise of considerable discretion.

Requirements

Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills.
Knowledge of a variety of administrative operational activities such as event planning, accounting and payroll, purchasing,
Ability to use discretion and maintain confidentiality.
Skills in short-term planning, analysis, problem-solving, and customer service.
Knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees.
Demonstrated ability to research, properly evaluate information, and prepare concise, well-organized reports, summaries, and correspondence.
Demonstrated skill in interacting with persons of various social, cultural, economic and educational backgrounds.
Ability to prioritize assignments and achieve high productivity/quality with short time frames, under rigid deadlines, and /or in environments with frequent workload changes and competing demands.
Strong attention to detail.
High school diploma or equivalent experience
Minimum of 3 years’ experience.

Nice To Haves

Knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management.
Knowledge of common University-specific computer application programs.
Demonstrated problem solving capabilities to resolve concerns that arise unexpectedly.
Ability to independently exercise discretion and sound judgment including supervision of staff.

Responsibilities

providing support to the functions of all departmental divisions
financial support in the management of unrestricted accounts
preparation of documents travel and expense reimbursement
purchasing for multiple laboratories using Kuali Financial system and pal card when appropriate
assist with basic academic personnel matters related to preparing files, supporting documents for academic appointments, and without salary appointments