Executive Assistant to Chair - Irvine, United States - UC Irvine Campus

UC Irvine Campus

Verified Company

Irvine, United States

2 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

Updated:
Apr 19, 2024

Location:
Irvine-Campus

Job Type:

Department:
Anesthesiology

Job Opening ID:67978

Reports To:

CAO

Working Title:

EXECUTIVE ASSISTANT TO CHAIR

Department:
Anesthesiology

Bargaining Unit:

CX

FLSA:
Non-Exempt

Payroll Job Code: 004722

Job Location:
UCI Campus

Irvine

Percent of Time: 100%

Work Schedule: 8-5, M-F

Employee Class:
Career

Position Summary:

Coordinates daily and longrange activities of the Chair; triages Chair's correspondence and independently responds on behalf of the Chair; maintains Chair's files; provides administrative support to the Chair including managing a complex calendar, incoming and outgoing correspondence, travel arrangements, and other general office support; serves as liaison between the Chair and leadership across the School of Medicine, UCIMC, UC system, as well as donors, faculty, staff, students, and national and international leaders. Duties are performed with a sophisticated level of independence and advanced levels of decisionmaking responsibility. Incumbent must exercise excellent judgment and discretion essential to handling sensitive and confidential matters.
Coordinates daily and longrange activities of the Chair; triages Chair's correspondence and independently responds on behalf of the Chair; maintains Chair's files; provides administrative support to the Chair including managing a complex calendar, incoming and outgoing correspondence, travel arrangements, and other general office support; serves as liaison between the Chair and leadership across the School of Medicine, UCIMC, UC system, as well as donors, faculty, staff, students, and national and international leaders. Duties are performed with a sophisticated level of independence and advanced levels of decisionmaking responsibility. Incumbent must exercise excellent judgment and discretion essential to handling sensitive and confidential matters.

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.

The expected pay range for this recruitment is $ $32.84 (Hourly Rate). The Full Salary Range for the salary grade this position is assigned to is $ $39.18 (Hourly Rate).

Department Website:

Required:

Extensive experience managing complex executive level calendars
Demonstrated experience arranging executive travel, including, but not limited to, air and ground transportation, hotel accommodations, and preparing travel itineraries
Demonstrated skills to anticipate and coordinate all preparatory arrangements for meetings, seminars, conferences, and events
Ability to anticipate problems and take necessary action to eliminate or mitigate potential negative effects
Strong organizational skills to handle a diverse workload and prioritize projects with multiple deadlines, frequent interruptions, and changing priorities
Demonstrated ability to perform assigned duties independently and effectively, remaining flexible and responsive to changing priorities
Demonstrated ability to follow through with complex tasks and to establish strategies and action plans to achieve targeted objectives within set timeframes
Resourcefulness in finding appropriate solutions to problems and initiative in presenting alternatives and implementing solutions
Exceptional interpersonal and social skills to communicate and interact in a courteous, professional, and effective manor using tact, diplomacy, maturity, presence, self confidence, and good judgment at all levels in person, in writing, or by telephone
Ability to establish and maintain effective working relationships
Ability to work effectively on a team
Ability to identify, understand, analyze, and interpret complex written materials, situations, and concepts
Ability to research, properly evaluate information, and prepare concise, well organized reports, summaries, and correspondence
Excellent writing, editing, and proofreading skills and the ability to compose letters, memoranda, and other documents
Ability to maintain strict confidentiality

Preferred:

Skills with social media, including Facebook and Twitter
Ability to develop slide presentations, use scanning, LCD projector and other wireless devices
Experience working in an academic University environment.
Knowledge of campus departments and their functions
Working Knowledge of University policies, procedures, and organizational structure

Special Conditions Required: