Executive Assistant to the Dean, Claire Trevor School of the Arts

University of California, Irvine•Irvine, CA

8h•Onsite

About The Position

The Claire Trevor School of the Arts (UCI Arts) at the University of California, Irvine, creates transformative experiences through an interconnected, diverse and innovative community of artists and scholars. As the only UC school encompassing art, dance, drama and music, reflected in its four departments, UCI Arts fosters creativity and interdisciplinary collaboration, empowering over 1,000 undergraduate and graduate students annually. With a focus on academic rigor, technology and a commitment to inclusivity, students engage in over 150 annual exhibitions, performances and workshops while preparing for a wide range of professional careers. As part of a comprehensive research university, UCI Arts offers students the unique opportunity to pursue artistic and academic excellence as mutually informative endeavors. Our embrace of double majors and interdisciplinary as well as cross-school collaborations provides students with opportunities to develop as leaders in their fields. Rooted in Southern California’s vibrant cultural landscape in Orange County, UCI Arts maintains deep connections with regional, national, and global arts organizations and practitioners. These relationships expand UCI Arts' resources for students, providing career pathway-oriented opportunities, including internships and industry partnerships. Students can also gain professional experience through activities in our two professional galleries, the Contemporary Arts Center and the Beall Center for Art + Technology (see further information below). UCI Arts’ dynamic faculty, distinguished by their leadership in their creative practice, mentor students to become engaged global citizens. Our alumni launch into careers of impact, making significant contributions across both the arts and other sectors.

Requirements

Proven experience and professionalism in providing primary administrative support to high-level administrators.
Demonstrated organizational skills, ability, and experience to implement existing or develop new office operations.
Demonstrated ability and experience determining workload and setting priorities, taking into consideration multiple requests and deadlines and fluctuating priorities.
Knowledge of basic accounting principles and skill in financial tracking of accounts, including the development of financial reports and reconciling ledgers.
Skills and experience planning and coordinating logistics of fundraising or other special events, including developing and managing event budgets, creating event management timelines, interfacing directly with vendors and event participants, arranging travel compiling and preparing conference and event-related materials.
Interpersonal skills to establish and maintain cooperative working relationships with campus administrators, faculty, administrative and technical staff, students, and community members.
Written communication skills to compose and edit clear and appropriate business correspondence independently, using correct format, spelling, punctuation and grammar.
Verbal communication skills to communicate effectively with a diverse group of individuals in a diplomatic, tactful, and professional manner.
Ability to apply existing campus policies and administrative guidelines to resolve unusual administrative problems within the objectives of the Dean’s Office.
Ability to maintain utmost confidentiality and use discretion in handling sensitive issues of concern to the School and the University.
Ability to work occasional evenings and weekends as required.
Small to mid-level project management skills
Bachelor's degree in related area and / or equivalent experience / training
3-5 years Providing executive-level administrative support to a high-level administrator
Must be able to provide proof of work authorization

Responsibilities

Provides comprehensive administrative leadership to the Dean’s Office.
Provides executive level analytical and planning support that ranges from managing and coordinating the scope of the Dean’s calendar, to project management, advance of strategic priorities, and internal and external communications.
Provides proactive, responsive, and effective executive-level support and serves as a central resource for the coordination of all Dean’s events and activities.
Schedules and manages meeting logistics, coordinates all travel, processes payments/reimbursements, and supports planning and events for the Claire Trevor School of the Arts.
Supports the dean with internal and external communications and the execution of key projects and strategic priorities.
Conducts complex administrative analyses requiring a knowledge of University administrative organizations, procedures, and practices.
Assumes responsibility for large scale administrative and development projects and provides analysis of the results.
Oversees the management of files and implements office operating procedures.
Interacts directly with donors and prospective donors, faculty, staff, campus administration, and community members.
Takes initiative on projects and tasks.
Uses discretion with confidential information, and assures timely follow up and completion of projects.
Serves as the liaison between community members, UC Irvine officials, Museum Team, Development Team, and the CTSA staff.
Oversees and manages the School’s research accounts and the Dean’s Office operating accounts.
Provides general support for the Dean’s Office as assigned.