Executive 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.

To learn more about UC Irvine, visit www.uci.edu.

The Department of Psychiatry & Human Behavior consists of clinical and research faculty, other academics, residents, fellows, volunteer faculty and staff with an annual combined budget of clinical and research over $32M. Under general direction of the Department Administrator (DA), the Executive Assistant provides executive-level administrative and decision-making support to the Chair and CAO in the Department of Psychiatry and will oversee daily and long-range activities for the Chair. The incumbent must use independent judgment and have a high level of organizational skills as this position, under general supervision, handles sensitive and confidential executive-level correspondence, agreements, and special projects - including patient care, office management, and research. Will be responsible for managing various administrative and departmental projects, including gathering data from various sources, analyzing, and evaluating data, preparing detailed information, and analyzing the results. The incumbent will also oversee administrative functions related to the projects, including prioritization of workload, resource allocation, and will maintain required resources within the Psychiatry administrative offices. The applicant must possess an experienced level of administrative and communication skills and must have a keen awareness of organizational politics, tact, and diplomacy. May require occasional travel between various administrative offices at the Medical Center, UCI main campus, and affiliated sites. In addition, this individual will partner closely with other leaders in the department to assist in process improvement and problem solving in the delivery of related program services.

Applies professional concepts to conduct analytical studies or projects of moderate scope and complexity to address a variety of policy, research and procedural issues. Fully analyzes issues and problems, gathers data and information, finds and evaluates alternatives and makes sound recommendations.

Required:

• Demonstrates strong and effective interpersonal skills, including positive and effective communication skills.
• Proficient in ability to use discretion and maintain all confidentiality.
• Demonstrates ability to use sound judgment in responding to issues and concerns.
• Demonstrates ability to analyze, research and synthesize large amounts of data with strong attention to detail.
• Proficient in ability to multi-task with demanding timeframes.
• Working knowledge of applicable policy analysis techniques.
• An approach to working with colleagues that enhances collaboration.
• Proficient in MS Office, specifically Outlook, Word, Excel, and PowerPoint
• Ability to negotiate multilayered regulatory systems, and manage competing priorities, and if unable to do so, the ability to seek guidance from the supervisor.
• Ability to use problem-solving skills in a tactful and diplomatic manner.
• Bachelor's degree in related area and / or equivalent experience / training.
• A minimum of 1 year of experience administrative experience.

Preferred:

• Familiarity with UCI systems and processes, including QGenda, CMS Time Study, OATS, etc.

Special Conditions:

• May require occasional travel between various administrative offices at the Medical Center, UCI main campus, and affiliated sites.
• May occasionally work evenings or weekends to meet required deadlines for special projects
• Hybrid (on-site 3 days/wk and remote work 2 days) possible

Total Compensation

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. Please utilize the links listed here to learn more about our compensation practices and benefits.

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 - https://hr.uci.edu/new-hire/conditions-of-employment.php

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 (949) 824-0500 or eec@uci.edu.