Coordinates daily and long-range 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 decision-making responsibility. Incumbent must exercise excellent judgment and discretion essential to handling sensitive and confidential matters.
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.
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 anticipate problems and take necessary action to eliminate or mitigate potential negative effects.
High degree of proficiency in software applications, including Outlook, Word, PowerPoint, and Excel
Ability to maintain strict confidentiality.
Occasional evening or weekend events. Occasional early morning events/meetings.
Final candidate subject to background check. As a federal contractor, UC Irvine is required to use E-Verify to confirm the work status of individuals assigned to perform substantial work under certain federal contracts/subcontracts.
The University of California, Irvine is an Equal Opportunity/Affirmative Action Employer advancing inclusive excellence. 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 nondiscrimination policy.
Below are general guidelines on the position's physical, mental, and environmental working conditions. In accordance with applicable state and federal law, UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at (949) 824-0500.
Since 1965, the University of California, Irvine has combined the strengths of a major research university with the bounty of an incomparable Southern California location. UCI's unyielding commitment to rigorous academics, cutting-edge research, and leadership and character development makes the campus a driving force for innovation and discovery that serves our local, national and global communities.