Administrative Assistant

UCI Department Of Chemistry Administrative Assistant

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 UC Irvine Department of Chemistry is one of four departments in the School of Physical Sciences. Our Department provides world-class education and training for our student population while pushing the frontiers of knowledge through cutting edge research. The Department of Chemistry is committed to excellence through inclusion and diversity.

Your Role on the Team The Department of Chemistry is seeking a part-time (50%) Administrative Assistant to provide advanced administrative support to Professor Shaul Mukamel. Responsibilities include coordinating travel, managing academic and research-related documentation, and supporting a wide range of operational and procedural activities. Incumbent prepares and maintains faculty curriculum vitae, publication records, abstracts, and related materials, and assists with preparation of documents for proposals, progress reports, and professional recognition activities. Coordinates travel arrangements, processes reimbursements, and manages logistics for meetings, conferences, and visitor visits in accordance with university policies. The position requires strong interpersonal skills and the ability to exercise sound judgment, discretion, and tact in navigating complex or sensitive interactions. Incumbent organizes and prioritizes multiple tasks in a fast-paced research environment, serving as a key resource for the faculty member, lab team, collaborators, and external partners. This position will operate fully onsite at the UCI campus. Specific work hours will be determined with final candidate. Once daily hours are agreed upon the schedule will be consistent, for 20 hours per week at 50% time, between the hours of 8am-5pm.

Essential Functions: The identification of essential functions below is not intended to be an exhaustive list of all duties that may be assigned to this position, nor does it restrict the duties which may be assigned to this position if such duties reasonably relate to the position.

• Maintains and updates faculty curriculum vitae, publication lists, abstracts, and presentations.
• Updates faculty research website with publications, talks, and professional activities.
• Prepares draft materials and supporting documentation needed for postdoctoral scholar renewals and review processes.
• Maintains organized records of scholarly activities and related documentation.
• Coordinates travel arrangements including development of itineraries, communication with conference or meeting organizers, and preparation/submission of required presentation information such as talk titles and abstracts.
• Books flights, lodging, and ground transportation in accordance with University travel policies and procedures.
• Processes travel reimbursements and supporting documentation through university systems.
• Coordinates lodging, visit logistics, and reimbursements for external collaborators or visitors hosted by the faculty member at UCI.

60% Special Projects: Participates in the development and revision of standard operating procedures and guidelines. Prepares and compiles nomination materials for awards, honors, or recognitions for which the faculty member is nominated. Drafts and prepares letters of reference or nomination materials for the faculty member's review and submission. Coordinates submission logistics and compiles supporting documentation for nomination or recognition programs.

20% Prepares and coordinates submission of paper or proposal reviews requested by journals, conference committees, or funding agencies. Assists with preparation and submission of proposals, renewals, and progress reports for grants by compiling and formatting required materials for faculty review as needed. Coordinates communications related to course or class activities as requested by the faculty member.

What It Takes to be Successful Required: Ability to use sound judgment in responding to issues and concerns. Skill in drafting, editing and proofreading materials for accuracy and completeness. Ability to work independently and follow through on assignments with minimal supervision. Working knowledge of common organization-specific and other computer application programs such as Mac, PC, Excel, Access, and Microsoft Windows software. Skill to analyze situations, define problems, identify and anticipate outcomes, formulate and communicate logical conclusions. Ability to use discretion, tact, and maintain confidentiality. Exceptional written and oral communication skills to interact effectively with a broad range of faculty, staff, students, and visitors. Solid organizational skills and ability to multi-task with demanding timeframes in an environment of competing objectives and frequent interruptions. Bachelor's Degree in related area and/or equivalent experience/training Less than 1 yearPrevious Administrative Experience 1-3 yearsPrevious Administrative Experience Preferred: Experience planning and implementing special events in an academic environment. Familiarity with University computer systems, policies and procedures.

Total Rewards In addition to the salary range listed below, we offer a wealth of benefits to make working at UCI even more rewarding. These benefits may include medical insurance, sick and vacation time, retirement savings plans, and access to a number of discounts and perks.

Conditions of Employment: The University of California, Irvine (UCI) seeks to provide a safe and healthy environment for the entire UCI community. As part of this commitment, all applicants who accept an offer of employment must comply with the following conditions of employment: Background Check and Live Scan Employment Misconduct* Legal Right to work in the United States Vaccination Policies Smoking and Tobacco Policy Drug Free Environment *Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer. The following additional conditions may apply, some of which are dependent upon business unit or job specific requirements. California Child Abuse and Neglect Reporting Act E-Verify Pre-Placement Health Evaluation Details of each policy may be reviewed by visiting the following page -

Closing Statement: The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories covered by the UC Anti-Discrimination Policy. We are committed to attracting and retaining a diverse workforce along with honoring unique experiences, perspectives, and identities. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable, and welcoming. UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at View phone number on click.appcast.io or View email address on click.appcast.io. Consideration for Work Authorization Sponsorship Must be able to provide proof of work authorization