Executive Assistant - 64061-1A

Updated: Feb 12, 2024
Location: Irvine-Campus
Job Type:
Department: Samueli Inst Integrative Med

Job Opening ID: 64061
Reports To: Senior Director of Strategy
Working Title: EXECUTIVE ASSISTANT
Department: Samueli Inst Integrative Med
Bargaining Unit: 99
FLSA: Exempt
Payroll Job Code: 007384
Job Location: UCI Campus- Irvine
Percent of Time: 100%
Work Schedule: 8-5, M-F
Employee Class: Career


 

Position Summary:
 
The Susan Samueli Integrative Health Institute (SSIHI) is a part of the Susan and Henry College of Health Sciences. The Samueli Institute works to transform healthcare through the practice of integrative health by conducting rigorous research, promoting evidence-based treatment modalities, educating the public on well-being practices, providing individualized, patient-centered clinical care and providing services to the community that focus on obtaining optimal health.
 
For a senior manager (i.e. direct report to a direct report to the President, Chancellor or Health System CEO), ensures administrative processes and office operations run smoothly in the executive's office. Demonstrates good judgment in selecting methods and techniques for obtaining solutions. Provide executive support to the Founding Executive Director of the Susan Samueli Integrative Health Institute (SSIHI) as well as to the SSIHI management team. This executive support includes scheduling meetings, managing the Founding Executive Director’s calendar and ensuring properly preparedness for meetings, speaking engagements, and events, as well as event support, and management of critical projects independently. This includes, but is not limited to, special project administration, maintenance of complex calendars, coordination and arrangement of logistics for high-level meetings and conferences, accurate preparation of correspondence, documents and agendas for meetings, answering and screening incoming phone calls, preparation of expense reimbursement documents, and management of a high volume of demands for the SSIHI management team time along with demonstrating independent judgment in identifying and resolving potential conflicts.
 
 
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.

 
$61,100.00 - $107,100.00 (Annual Salary)
 
Department Website:

https://ssihi.uci.edu/
 

Required:
 
  • 5-7 years of related work experience with BA/BS or equivalent combination of education and experience. 
  • Experience managing complex schedules, or multiple schedules for executive leadership.
  • Bachelor's degree in related area and / or equivalent experience / training.
  • Familiarity with the organization's processes, protocols and procedures. 
  • Solid analytical / problem-solving skills. Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization as well as the Office of the President and external constituencies. 
  • Strong service orientation. Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies, both verbally and in writing. 
  • Advising and counseling skills. 
  • Ability to multi-task with demanding timeframes. 
  • Ability to use high-level discretion and maintain a high level of confidentiality. 
  • Solid skills in problem identification. 
  • Ability to establish and maintain cooperative working relationships 
  • Ability to maintain multiple schedules with complex logistics involving services such as travel, housing, catering, meetings, appointments, and conferences. 
  • Ability to confirm and adjust to last minute schedule changes.
Preferred:
 
  • Knowledge of federal regulations such as FERPA. Thorough knowledge of common organization-specific and other computer application programs.
     
Special Conditions Required:
 
  • Occasional evening and/or weekend hours may be required.

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 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 Human Resources at (949) 824-0500 or [email protected]

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