Temporary Executive Assistant to Principal Investigator

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.

Covered under University series concept / job specification for classification 4722. Under general direction works on operational and/or procedural assignments that require the exercise of considerable discretion and independent judgment. Understands implications of work and makes recommendations for solutions. Determines methods and procedures on new assignments.

Reports to the MSO, the incumbent provides administrative, and research support for Campus Principal Investigators in the Department of Radiological Sciences. Under supervision, the incumbent performs a wide range of administrative support duties. The individual must use independent judgement and have a high level of organizational skills. The applicant must also possess an experienced level of administrative and communication skills, and must have a keen awareness of organizational politics, tact, and diplomacy. The incumbent will serve as a key liaison between Campus Research faculty and staff and the Department Administrative office. Providing administrative support for full-time faculty that include but are not limited to the following:

• Maintains an electronic calendar of the PI's activities. Provides committee assistance, including the scheduling of meetings including provision for teleconferencing participants, formatting and timely distribution of the minutes and agendas to the participants. Occasionally takes and prepares minutes of the meetings.
• Prepare travel arrangements, hotel reservations, and conference reservations. Create travel / meeting itineraries and maintains accurate accounting of expenses. Makes travel arrangements for visiting lecturers and faculty candidates.
• Coordinate scheduling of conference rooms, classrooms, and auditoriums, equipment, catering services, and informational technology services as needed.
• Responsible for appointment scheduling, correspondence, mail triage. Schedules laboratory group meetings. Serves as the liaison between laboratory personnel and university administration, laboratory maintenance and building management.
• Organizes outside and internal Sales and Services contracts and agreements in required formats for grant consultants of the PIs and develops the cover memos and tracking slips for the collection of original signatures. Maintains tracking of sales and service activities and effectively communicates to the Finance team to ensure invoicing and recharge activities to various internal and external Sales and Service customers.
• Maintain curriculum vitae and update as necessary for Principal Investigators.
• Under the direction of Principal Investigators, maintains the preparation of manuscripts and annual reports of the grants progress, including proof reading of scientific text for adherence to standards and form of academic writing including appropriateness of citations and grammar. Management of citations including indexing, formatting using reference managing programs and checking references using interactive web-based programs and library resources.
• Type and transcribe correspondence, abstracts, manuscripts, calendars, forms, announcements, etc. Follow proper formats for University memos and letters, publication formats for professional journals, and protocols for professional presentations.
• Acts as Campus liaison for all procurement matters and works with Department centralized purchasing unit to communicate proper procurement methods, gather and submit complete purchase requests as needed by Campus faculty, and academic staff; checks packing slips with original order for completeness; distributes supplies to originating office, prepares and submits return items that are defective or shipped in error. Maintains lab supplies inventory for various Principal Investigators, on as needed basis.

Required:

• Experience with managing and maintaining complex scheduling/calendars.
• Advanced Knowledge of Microsoft Outlook calendar to coordinate and manage scheduling, including meetings, conference room reservations, appointments, laboratory group meetings, committee assistance, teleconferencing participants, formatting and timely distribution of the minutes and agendas to the participants, and occasionally takes and prepares minutes of the meetings.
• Experience with travel & expense management.
• Experience with internal sales and service contracts and agreements and tracking sales.
• Plan and coordinate business travel, including flights, accommodations, and itineraries, and manage post travel expenses and reimbursements.
• Experience with coordinate scheduling of conference rooms, classrooms, and auditoriums, equipment, catering services, and informational technology services as needed.
• Intermediate to advanced knowledge of common organization-specific computer applications.
• Thorough knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.
• Requires good verbal and written communication skills, active listening, critical thinking, multi-task and time management skills.
• Requires interpersonal and work leadership skills to provide guidance to other nonexempt personnel.
• Bachelor's degree in related area and/or equivalent experience/training.
• 1-3 years Relevant experience or combination of experience and education.
• Must reside in California.

Preferred:

• Office manager experience.

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.

Pay Rate: $29.40/hour

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

TEMPORARY EMPLOYMENT

This is a temporary employment recruitment reporting to the UCI Temporary Employment Services (TES) Department. Interviewing and hiring is based on internal hiring needs and how well the candidate's experience matches the assignment requirements.Certaintemporary assignments may require clearance of a health physical or require a valid California Driver's License for driving university vehicles.

The majority of our temporary positions are Monday - Friday, 8:00 a.m. - 5:00 p.m. We also have occasional part-time, weekend, and evening hours available, depending on the assignment. Comprehensive benefits options are also available for temporary employees, including paid vacation, holidays, and sick leave.

Please note that we recruit for this position on an on-going basis to build a talent pool of potential candidates. When a position becomes available, we will review applicants at that time.Due to the volume of applications that we receive, only those candidates selected for interviews will be contacted.Thank you for your interest in employment with UCI Temporary Employment Services.

PARKING INFORMATION

All visitors, staff, and students are required to purchase parking permits to park on UCI property. If you plan to commute to work via your personal vehicle, I encourage you to review the parking requirements of your work location and parking rates on the UC Irvine Parking and Transportation website

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.