Executive Assistant and Office Manager

University of California System•Irvine, CA

57d•$79,200 - $100,000

About The Position

Founded in 1965, UC Irvine is a member of the prestigious Association of American Universities and is ranked among the nation's top 10 public universities by U.S. News & World Report. The campus has produced five Nobel laureates and is known for its academic achievement, premier research, innovation and anteater mascot. Led by Chancellor Howard Gillman, UC Irvine has more than 36,000 students and offers 224 degree programs. It's located in one of the world's safest and most economically vibrant communities and is Orange County's second-largest employer, contributing $7 billion annually to the local economy and $8 billion statewide. To learn more about UC Irvine, visit www.uci.edu. The Division of Finance and Administration (DFA) provides services and support to over 50,000 students, faculty, and staff, advancing UCI's mission of a brilliant future and its vision of becoming world-class campus partners. DFA serves the university as planning partners, problem solvers, and solution providers-striving to make it as easy as possible for the campus community to access the services they need, when they need them. The Office of the CFO and Vice Chancellor's is proud to support both the campus and the University of California system as a whole. DFA is committed to continuous improvement, delivering increasingly efficient and high-quality service to its clients. Through campus-wide collaboration, DFA focuses on maintaining a safe and attractive environment for students, faculty, staff, and visitors; ensuring that buildings and infrastructure operate efficiently and are well maintained; and providing professional services in multiple administrative areas, including accounting, purchasing, risk management, safety, and transportation. Our goal is to drive measurable improvements in quality and productivity across the university while supporting UCI's strategic objectives. As Office Manager, directs the daily administrative operations for the executive's office and the various DFA department offices in the shared suite. Provides high-level analytical and administrative support to the CFO and Vice Chancellor of the Division of Finance and Administration (DFA), and the Assistant Vice Chancellor, Budget Office, coordinating with office staff to ensure efficient operations of the Office of the CFO and Vice Chancellor. Develops and administers systems for managing information, projects, communications, and office operations, functioning with a high degree of autonomy. Requires demonstrated knowledge, experience, and flexibility to provide superior support in a fast-paced executive office with constantly changing priorities. Acts with professional demeanor, poise, and diplomacy with all levels of university administration, faculty, students, staff, community leaders, donors, public officials, distinguished guests, and others, using discretion to maintain strict confidentiality. Significant barriers to entry exist at this level and may require approval of senior leadership.

Requirements

A minimum of 5 years of experience providing executive level administrative support
Intermediate to advanced knowledge of common organization-specific computer applications, including Microsoft suite (word, excel, PowerPoint) and general office equipment.
Strong 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 Chancellor, Provost, UC President and external constituencies.
Advanced service orientation.
Strong skills to communicate and influence effectively with all levels of staff, faculty, alumni / donors, students and external constituents, both verbally and in writing.
Advising and counseling skills.
Ability to multi-task with demanding timeframes and frequent adjustments in priorities.
Ability to use a high level of discretion and maintain all confidentiality.
Small to mid-level project management skills.
Knowledge of accounting principles to perform basic calculations and to analyze, track, monitor and reconcile financial information and format into reports
Advanced organizational skills and use of tools (Outlook DocuSign, tracking systems) to ensure executive receives consistent and timely updates to schedule, priorities, approvals and initiatives.
Bachelor's degree or equivalent training and/or experience in high-profile office environment.
Ability to remain flexible within variable work hours and ability to work outside regular work hours.

Nice To Haves

Advanced knowledge of the DFA's processes, protocols and procedures.
Experience utilizing UCI administrative systems (KFS) and knowledge of both UC and UCI units, hierarchy, policies, and systems.