Executive Assistant to AVC, Budget Office - 25354-1A

Updated: Oct 12, 2021
Location: UC Irvine Campus
Job Type:
Department: Budget Office

Job Opening ID: 25354
Reports To: Assistant Vice Chancellor, Budget Office
Working Title: Executive Assistant to AVC, Budget Office
Department: Budget Office
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 Division of Finance and Administration (DFA) provides services and support to over 50,000 students, faculty, and staff with the mission of advancing UCI’s brilliant future and the vision of becoming world-class campus partners. DFA serves the university as planning partners, problem solvers, and solution providers—striving to make it as easy as possible for people to get the services they need, when they need them. The Budget Office serves as a planning resource for campus leadership and all UCI units. The Office provides analysis, reporting, financial modeling, and advice on fiscal policies, procedures, and resource deployment. Functions include base budget, staffing, fund management, student fee oversight, campus budget allocations, tracking of actuals to budget, and fiscal sustainability.
 
Reporting directly to the Assistant Vice Chancellor, (but also providing support for the Executive Director of Budget), ensures administrative processes and office operations run smoothly in the Budget Office. Demonstrates good judgment in selecting methods and techniques for obtaining solutions. Ensures the timely and accurate flow of information and formal communications that are initiated and managed by the Budget Office, including resource allocation commitments that are being made the Provost. Oversees the organization and maintenance of official records. Coordinates and collaborates regularly with executive assistant staff throughout the campus to manage and support the business of the office, the Division, and campus leadership.
 
Compensation Range:
 
Annually: $53,500.00 - $66,050.00
 
Department Website:
 
 
Required:
 
3-5 years providing administrative support
Bachelor's degree in related area and/or equivalent experience/training.
Familiarity with the organization's processes, protocols, and procedures.
Knowledge of federal regulations such as FERPA.
Thorough knowledge of common organization-specific and other computer application programs.
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.
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 learn and effectively utilize new computer applications and systems to support operating needs, such as those used for records retention, form routing and signatures, calendaring, meetings, work orders, etc.
Skill to interact respectfully in a diverse environment and contribute to campus inclusive excellence.
 
Special Conditions Required:
 
Responsibilities may require work outside of standard business hours during emergency circumstances or peak business periods, including but not limited to budget cycle deadlines or fiscal close.
Must have a valid CA Driver’s License and participate in the DMV Pull Notice Program.
Must comply with the UC Vaccine policy.
 
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.
 
UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at (949) 824-0500.
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