OFFICE MANAGER AND EXECUTIVE ASSISTANT

University of California, Irvine • Irvine, CA

7d

About The Position

The Office Manager and Executive Assistant provides administrative and analytical support for the business functions and operations of the Office of the University Registrar, under the supervision of the Finance and Human Resources Manager. The role supports the University Registrar by ensuring timely and accurate information flow for official business, projects, and upcoming events. Duties include calendar, scheduling, travel, and administrative support, as well as professional communication with campus and public constituencies in person, by phone, and in writing. The position ensures the University Registrar is on time and fully briefed for meetings, manages a complex system for immediate access to requested items, researches and prepares information on highly sensitive issues, and maintains confidentiality.

Requirements

• Demonstrated experience providing executive administrative support.
• Solid verbal and written communication and interpersonal skills to work effectively with the public and members of all levels of the University.
• Solid organizational skills and ability to multitask amid demanding timeframes, rapidly shifting priorities, and long-range assignments.
• Working knowledge of common organization-specific and other computer applications, including Outlook, Excel, Word, PowerPoint, Teams, Zoom, web browsers, and email.
• Ability to use both Mac and PC operating systems.
• Ability to use discretion and maintain confidentiality.
• Ability to comprehend written communications and preserve relationships among materials and activities.
• Ability to determine, coordinate, and initiate actions in response to a broad variety of communications and information requests.
• Ability to analyze administrative problems or issues and recommend appropriate solutions.
• Working knowledge of efficient office systems and methods, including filing, recording, organizing workflow, and scheduling.
• Ability to compose and prepare narratives, graphs, and tables quickly, accurately, and grammatically.
• Ability to create and foster professional working relationships with office staff, campus community members, and vendors.
• Ability to interpret, apply, and enforce policies.
• Bachelor's degree in Business Administration or a related area and/or equivalent experience or training.

Nice To Haves

• Working knowledge of university structure, organization, policies, and practices, and familiarity with the Family Educational Rights and Privacy Act (FERPA).
• Working knowledge of campus financial (KFS), payroll (UCPath), time recording (TRS), and student information (ARIES) systems.
• California notary certification.
• 1–3 years of experience or equivalent training.

Responsibilities

• Provide administrative and analytical support for the business functions and operations of the Office of the University Registrar.
• Support the University Registrar with timely and accurate information related to official business, projects, and upcoming events.
• Provide calendar, scheduling, travel, and administrative support to the University Registrar.
• Communicate professionally and efficiently with campus and public constituencies in person, by telephone, and in writing, including email.
• Ensure the University Registrar is on time and fully briefed for meetings.
• Manage a complex system that provides immediate access to items requested by the University Registrar.
• Research and prepare information on highly sensitive issues.
• Maintain confidentiality.

Benefits

• Medical insurance.
• Sick and vacation time.
• Retirement savings plans.
• Access to discounts and perks.

What This Job Offers

• Job Type: Full-time