Executive Assistant to Chair

2 weeks ago

Irvine, United States UC Irvine Campus Full time

Updated: Apr 19, 2024
Location: Irvine-Campus

**Job Type**:
Department: Anesthesiology

**Job Opening ID**:67978

**Reports To**: CAO

**Working Title**: EXECUTIVE ASSISTANT TO CHAIR

**Department**: Anesthesiology

**Bargaining Unit**: CX

**FLSA**: Non-Exempt

**Payroll Job Code**: 004722

**Job Location**: UCI Campus
- Irvine

**Percent of Time**: 100%

**Work Schedule**: 8-5, M-F

**Employee Class**:Career

**Position Summary**:

- 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.- 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.

**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.
- The expected pay range for this recruitment is $27.34 - $32.84 (Hourly Rate). The Full Salary Range for the salary grade this position is assigned to is $27.34 - $39.18 (Hourly Rate).

**Department Website**:
**Required**:

- Extensive experience managing complex executive level calendars
- 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
- Ability to anticipate problems and take necessary action to eliminate or mitigate potential negative effects
- 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 maintain strict confidentiality

**Preferred**:

- Skills with social media, including Facebook and Twitter
- Ability to develop slide presentations, use scanning, LCD projector and other wireless devices
- Experience working in an academic University environment.
- Knowledge of campus departments and their functions
- Working Knowledge of University policies, procedures, and organizational structure

**Special Conditions Required**:

- Occasional evening or weekend events. Occasional early morning events/meetings.

**Conditions of Employment**
The University of California, Irvine (UCI) seeks to provide a safe

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