Executive Assistant

University of California

Job Description

Job Opening ID: 59474

Reports To: Vice Provost/Dean

Working Title: Executive Assistant

Department: Grad Div Operations

Bargaining Unit: 99

FLSA: Exempt

Payroll Job Code: 007384

Job Location: UCI Campus- Irvine

Percent of Time: 100%

Work Schedule: 8-5, M-F


Position Summary:

The UCI Graduate Division provides leadership on all graduate education matters. We work with all academic units on campus to ensure that scholars from all over the world can learn, teach, and conduct the highest caliber research while pursuing graduate or postdoctoral training. We promote academic integrity and greater understanding by supplying information, guidance, and support to the campus community and beyond. Our aim is to enhance the educational experience by engaging and leading on all matters related to graduate student life: academic progress and advocacy, fellowships, funding and financial support, diversity, employment, and professional development. The Graduate Division coordinates with other Graduate Divisions across the UC system to ensure high quality educational experiences and promotion of graduate education system and state-wide.

Under the general direction of Vice Provost/Dean, the Executive Assistant provides executive level support to the Vice Provost/Dean. Ensures administrative processes and office operations run smoothly in the Vice Provost/Dean’s office. Demonstrates good judgment in selecting methods and techniques for obtaining solutions. Serves as the primary contact and liaison for all interactions involving the Vice Provost/Dean with all levels of management, staff, faculty, students, and external constituents. Anticipates the daily and long-range activities and needs of the Vice Provost/Dean. Manages complex calendaring and scheduling, develops, and maintains efficient systems for managing information, projects, and communications, including those to be issued on behalf of the Vice Provost/Dean. Takes initiative and uses discretion with confidential information and ensures timely follow-up and completion of tasks and projects.


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 .

$72,600.00 - $84,100.00 (Annual Salary) Expected Pay Range within the Full Salary Range $61,100.00 - $107,100.00 (Annual Salary)



3-5 yrs exp required, 5-7 yrs exp preferred

Bachelor's degree in related area and / or equivalent experience / training.

Familiarity with the organization's processes, protocols and procedures. Thorough knowledge of common organization-specific and other computer application programs such as Microsoft Office suite of applications; including word processing, spreadsheet, database, presentation, calendar management, email communication and operate office equipment such as copier and fax machines. 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. Excellent writing, editing and proofreading skills to compose letters, memoranda, reports, and other documents with proper grammar, spelling and punctuation. Ability to multi-task with demanding timeframes, multiple deadlines, and competing priorities. Ability to use high-level discretion and maintain a high level of confidentiality. Solid skills in problem identification.



Familiarity with UCI administrative organization and leadership Demonstrated experience with UC/UCI on-line systems including Kuali Financial System (KFS)


Special Conditions Required:

Ability and opportunity to remain flexible within work hours that may vary and include both remote and in-person work. Rare support on an evening or weekend may be necessary.


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


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 eec@uci.edu .

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