United States Job Openings

University of California, Irvine

Administrative Specialist Supervisor

Irvine

FULL TIME

September 20, 2024

Overview:

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.

UC Irvine's Department of Surgery faculty members have expertise in multiple complex diseases and are integrated to subspecialties including cancer, gastrointestinal disease, vascular diseases cardiovascular diseases, hepatobiliary disease, trauma and surgical critical care. The department has become one of the region's most prestigious clinical, research and academic surgical programs.

Responsibilities:

Serves as Supervisor for department administrative assistants and oversight of all administrative functions, including supervision of staff, prioritization of workload, resource allocation, and maintenance of required resources. Position supervises the seven full-time career Administrative Assistants for the following divisions in the department of Surgery: Trauma, Gastrointestinal, Vascular, Hepatobiliary, Cardiothoracic, Emergency General Surgery, Transplant, General Surgery/Neurosurgery

Qualifications:

Required:

Working knowledge of the organization's processes and procedures, rules and regulations.
Working knowledge of common organization-specific and other computer application programs.
Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising, and counseling to effectively motivate others.
Skills to evaluate issues and identify resolutions.
Strong service orientation with the ability to effectively manage multiple priorities.
Demonstrated skills to anticipate and coordinate all preparatory arrangements for meetings, seminars, conferences, and events.
Demonstrated ability to independently determine scope of projects, set and meet timelines and complete projects accurately and efficiently.
High degree of proficiency in software applications, including Outlook, Word, Power Point, and Excel.
Ability to manage an office with experience in performing planning and analysis including organizational development, policy, space, IT and workflow systems.
Bachelor's degree in related area and / or equivalent experience / training
4 - 6 years of experience as a supervisor and executive assistant role, preferably in an academic medical center environment.

Special Conditions:

Occasional event of weekend events. Occasional early morning events/meetings.

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
Legal Right to work in the United States
Vaccination Policies
Smoking and Tobacco Policy
Drug Free Environment

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, Irvine is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

For the University of California’s Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20.

For the University of California’s Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination.

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.

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