Assistant to the Chair and Department

UCI School of Medicine Administrative Support Role

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.

The Department of Microbiology & Molecular Genetics at UCI School of Medicine is at the forefront of the new and exciting discoveries being made in modern microbiology and molecular genetics. We are a vibrant community of scientific investigators actively engaged in innovative research, discovery, training and teaching in microbiology and molecular genetics. We provide faculty research, training programs for undergraduate and graduate students and outreach functions as part of the mission of UC Irvine's School of Medicine.

Your Role on the Team: Under general direction of the Chief Administrative Officer (CAO) and Department Chair, provides executive administrative support to the Chair of the Department of Anatomy and Neurobiology, CAO, and two research departments in the School of Medicine. Requires independent decision making to coordinate the administrative needs of the Chair in managing both a department and a research laboratory. Responsibilities include processing reimbursements and travel documents, coordinating updates to the department website and maintaining the department calendar, assisting with meeting agendas, coordinating travel and schedules for faculty recruitments, and providing support for other administrative projects and tasks as assigned, such as conference room calendaring, equipment management, and space utilization management. Requires demonstrated high-level verbal and written communication and proofreading skills to ensure all correspondence and other documents are produced using correct English grammar. Responsible for problem solving, prioritizing, and developing operational systems to ensure effective performance of administrative functions and proper follow-up.

What It Takes to be Successful: Required: Ability to interpret and follow detailed instruction Effective communication skills in order to represent the department orally and in writing, to University and external constituencies. Strong interpersonal skills to relate effectively with University and external constituencies Skill to perform work independently, organizing and prioritizing a diverse workload. Demonstrated skill to use PC equipment, word processing in a Windows environment as well as other windows applications such as Excel Proven ability to work independently and follow through on assignments Bachelor's degree preferred Preferred: Experience working in an academic or research setting Working knowledge of UC forms, policies and procedures Working knowledge of UCI purchasing policies and procedures and UCI accounting documents and on-line financial systems Working knowledge of Cost Accounting Standards (CAS) Working knowledge of Federal granting agencies policies Previous experience providing administrative support Special Conditions: Hybrid schedule with minimum of two days on site Must be onsite for specific events coordinated by position