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Executive Assistant, AVC Of Global Engagement - 4635

Company: University of California - Irvine
Location: Irvine
Posted on: February 16, 2020

Job Description:

Required Qualifications

Recruitment Number: 4635

Reports To:

Working Title: Executive Assistant, AVC of Global Engagement

Cost Center: IR7625

Bargaining Unit:

FLSA: Exempt

Job Code: 007242

Job Location: UCI Campus Irvine

Percent of Time: 100%

Work Schedule: 8am-5pm

Appointment: Career

Position Summary:

The Office of Global Engagement is responsible for developing a global strategy, tactical partnerships with international academic institutions, corporations, and governments to establish collaborations and exchanges that further the university's teaching, research and public service mission.

The Office of Global Engagement provides strategic planning and support for UCI's international engagement efforts. While promoting UCI's reputation around the world, it assists the Chancellor in defining objectives and plans for collaboration on international education, research, and service with institutions in other countries.

The Position

Exhibiting a high level of professionalism, the Executive Assistant to the Assistant Vice Chancellor of Global Engagement (Chief Global Affairs Officer), provides comprehensive analytical and day-to-day executive level support to the Assistant Vice Chancellor. The incumbent independently performs a variety of analytical functions utilizing independent judgment and superior analytical and organizational skills. The Executive Assistant effectively responds to and proactively anticipates issues affecting the Executive Director s schedule and interactions with colleagues within and outside of the University of California system.

Working under the general supervision of the Assistant Vice Chancellor, the Executive Assistant conducts research on a project basis and analyzes and determines required actions on a variety of complex, highly sensitive, confidential communications and information. The Executive Assistant coordinates daily and long-range activities of the Assistant Vice Chancellor; prioritizes the Assistant Vice Chancellor s projects; triages incoming matters and independently responds on behalf of the Assistant Vice; acts as a liaison and representative to all levels of university administration, faculty, staff, and others; drafts appropriate memos or other correspondence; produces analytical or other reports summarizing projects; manages the complex calendar with discretion; makes travel arrangements; and serves as the primary contact for all interactions involving the Assistant Vice Chancellor. The Executive Assistant supports special projects and initiatives as assigned by the Assistant Vice Chancellor.

Compensation Range:

Monthly $4,968.58 - $5,964.75

Department Website:

http://globalengagement.uci.edu

Required:

Demonstrated ability to be diplomatic and professional at all times in a multicultural workplace.

Familiarity with international business etiquette and protocol.

Possesses a strong intercultural awareness and sensitivity.

3-5 years experience with BA/BS, or equivalent experience.

Demonstrated ability in providing analytical support on complex projects.

Skill in providing assistance to the office in studying and developing recommendations that lead to major changes in organization, policies, procedures, practices, and cost-benefit studies.

Ability to handle projects independently, with absolute confidentiality and sensitivity to campus policies and procedures.

Demonstrated computer skills in the Microsoft Office suite of applications; including word processing, spreadsheet, electronic mail and web browser software.

Skill in preparing analytical reports and identify information needed for data gathering.

Skill in preparing and editing routine business correspondence with correct grammar, spelling and punctuation.

Skill in establishing and maintaining comprehensive file systems with easy user access.

Skill in independently developing administrative procedures and systems in support of job responsibilities.

Ability to manage and track details of complex analytical projects; organized, precise and thorough tracking and reporting.

Skill in setting priorities independently to reflect relative importance of job responsibilities.

Skill in independently investigating issues and compiling report and project materials from international sources.

Excellent interpersonal skills; ability to work well with a diverse group of individuals.

Demonstrated ability in providing executive level administrative support, initiating and coordinating a variety of activities and following up on related details.

Desired:

Experience booking and planning complex multi-country travel for individuals and groups.

Experience in website management software, preferably Cascade.

Familiarity with UCI.

Experience in an intercultural setting.

Conversational proficiency in a second language

Will Train:

Proficiency with UC/UCI on-line systems including PALCard and KFS.

Physical Requirements:

Below are general guidelines on the position's physical, mental, and environmental working conditions. In accordance with applicable state and federal law, UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at (949) 824-0500.

Bend: Not Applicable

Squat: Not Applicable

Crawl: Not Applicable

Climb: Not Applicable

Kneel: Not Applicable

Handle Objects: Not Applicable

Push/Pull: Not Applicable

Reach Above Shoulder Level: Not Applicable

Sit: Not Applicable

Stand: Not Applicable

Walk: Not Applicable

Use Fine Finger Movements: Not Applicable

Carry/Lift Loads up to 25 Pounds: Not Applicable

Carry/Lift loads between 25-50 lbs: Not Applicable

Carry/Lift Loads over 50 Pounds: Not Applicable

Read/Comprehend: Not Applicable

Write: Not Applicable

Perform Calculations: Not Applicable

Communicate Orally: Not Applicable

Reason and Analyze: Not Applicable

Chemical/Biological Agent: Not Applicable

Construction Activities: Not Applicable

Contact with Water/Liquids: Not Applicable

Drive Motorized Equipment: Not Applicable

Confined Spaces: Not Applicable

Elevated Work Location: Not Applicable

Radioactive Materials: Not Applicable

Temperature Variations: Not Applicable

Gas System: Not Applicable

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 .

Keywords: University of California - Irvine, Irvine , Executive Assistant, AVC Of Global Engagement - 4635, Other , Irvine, California

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