Temporary Administrative Assistant III - 57638-1A

Updated: Sep 18, 2023
Location: Irvine-Campus
Job Type:
Department: Temporary Employment Services

Job Opening ID: 57638 

Reports To: UCI Temporary Employment Services (TES) Manager 

Working Title: Temporary Administrative Assistant III  

Department: UCI Temporary Employment Services (TES) Department 

Bargaining Unit: CX

FLSA: Non-Exempt

Job Code: 004722

Job Location: UCI Campus – Irvine

Percent of Time: 49% 

Work Schedule: 8am-5pm or 9am-6pm, M-F

Employee Class: Floater 

Position Summary: 

This recruitment is for a Temporary Administrative Assistant III position through UCI's internal temporary staffing service. This position is located on the UC Irvine campus and is Monday-Friday, 8am to 5pm. 

Under the general supervision of the Faculty Support Manager, the Administrative Assistant is responsible for providing comprehensive support to School of Law faculty for teaching, research, and pro bono activities. The Administrative Assistant provides administrative assistance to multiple law professors and assumes a broad range of administrative responsibilities which include direct support to law faculty, course management, word processing, research, financial administration, unit operations, and event coordination. As part of the Faculty Support Team, the Administrative Assistant works both independently and in collaboration with other team members to execute tasks in an intense and fast-paced work environment.

The Administrative Assistant must consistently exercise a high degree of initiative, confidentiality, independence, good judgment, flexibility in performing a wide variety of duties, and the ability to adjust to changing priorities while working well under pressure. Performance at this level requires independent critical thinking and problem solving, strong verbal and written communication skills, creativity, knowledge of office environment and technology, and a commitment to seeing tasks and projects through to completion.

The Administrative Assistant is expected to provide a high level of support service to faculty, staff, and students, and the University at large. Members of the Faculty Support Team are expected to conduct research and provide analyses and solutions for administrative and operational problems and apply extensive knowledge of School of Law and University administrative policies and procedures.

Compensation Range: 

$27.34/hour (within full range of $27.34 - $39.18/hour)

Required: 

·         Bachelor's degree and 2 to 4 years of experience, or equivalent combination of education and experience working in a similar environment

·         Broad knowledge of office environments and administrative support needs with the ability to provide executive level support in a fast-paced, dynamic environment

·         Excellent computer skills and proficiency in MS Office Suite, particularly Outlook, Word, and Excel, with the ability to quickly learn and use new software programs with minimal supervision and training

·         Excellent analytical skills and the ability to resolve complex problems creatively, using sound judgment while staying within policies

·         Ability to work effectively within a team environment, as well as independently

·         Excellent interpersonal skills for working with diverse groups of students, faculty and staff as well as external professionals and community members who interact with the law school

·         Excellent organization, time management, and written and verbal communication skills

·         Attention to detail, ability to process and follow complex verbal instructions, and commitment to quality of output

·         Demonstrated ability to initiate, design, plan, and execute multiple complex projects simultaneously with accuracy and efficiency in a high-pressure environment

·         Thorough working knowledge and consistent usage of professionally appropriate grammar, spelling, and punctuation

·         Ability to perform the essential duties of the position within time constraints and through multiple interruptions

·         Ability to adjust to changing priorities and multiple demands

·         Ability to multi-task and meet aggressive deadlines

·         Ability to be forward thinking and anticipate problems and solutions

·         Ability to treat sensitive matters with discretion and tact, and to maintain confidentiality

·         Familiarity with academic and technical legal language

·         Ability to successfully complete and adhere to the University's FERPA training and policies

Preferred: 

·         Strong academic performance in undergraduate/graduate degree program and 3 to 5 years of relevant work experience

·         Experience working with high-level executives, professionals, and/or practicing attorneys

·         Experience in legal settings or knowledge of legal studies, the legal profession, and research environments

·         Working knowledge of LexisNexis and Westlaw

·         Working knowledge of The Bluebook's legal citation rules

·         Research and statistical skills

·         Working knowledge of appropriate University and agency policies and procedures

·         Knowledge of UCI internal online Kuali Financial System (KFS), Zot portal, and Canvas LMS (Learning Management System)

Please attach your resume. 

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. Certain temporary 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. 

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/newhire/conditions-of-employment.php 

PARKING RATES

Campus in Irvine

$76 Monthly (Daily and weekly rates are also available) Please visit: https://parking.uci.edu/permits/

UCI Medical Center in Orange (offsite at Christ Cathedral)

$39 Monthly (Daily and weekly rates are also available)

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 https://parking.uci.edu/

CLOSING STATEMENT 

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. 

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 UCI’s Employee Experience Center (EEC) at [email protected] or at (949) 824-0500, Monday – Friday from 8:30 a.m. – 5:00 p.m.