Department Office Administrative Assistant

Founded in 1965, UC Irvine is a member of the prestigious Association of American Universities and is ranked among the nation's top 10 public universities by U.S. News & World Report. The campus has produced five Nobel laureates and is known for its academic achievement, premier research, innovation and anteater mascot. Led by Chancellor Howard Gillman, UC Irvine has more than 36,000 students and offers 224 degree programs. It's located in one of the world's safest and most economically vibrant communities and is Orange County's second-largest employer, contributing $7 billion annually to the local economy and $8 billion statewide.

To learn more about UC Irvine, visit www.uci.edu.

The mission of the UCI School of Physical Sciences is to uncover fundamental truths and to
provide transformative discoveries that improve the world. Our aim is to deliver scientific
breakthroughs that reshape our understanding of the physical world and provide solutions to the
most profound problems of our age. Our students thrive in a diverse environment of inclusive
excellence and our alumni lead top companies around the world.

The Mathematics Department is comprised of 43 senate faculty, 24 non senate faculty, approximately 850 undergraduate students, and 85 Ph.D. students. A highly productive and influential department on campus, the Mathematics Department hosts a workplace environment that strives for strong service, excellence, while inspiring creativity, teamwork, knowledge, professional development, and support for all its constituents. The department provides an educational, supportive, challenging, engaging, and rewarding atmosphere where collaboration and innovation both thrive. This position is full time on-site.

The Department of Mathematics in the School of Physical Sciences at UC Irvine, seeks a full-time, on-site Department Office Administrative Assistant to support administrative, financial, and facilities operations. The candidate processes reimbursements, tracks event expenses, vendor onboarding, and equipment inventory. Duties include key distribution, space assignments, technology checkout, Facilities Management requests, and oversight of the department's capital asset management system. The candidate also supports the Chair's daily and long-term activities, handling sensitive correspondence, agreements, and special projects with discretion. This role requires strong judgment, organizational skill, and diplomacy, and includes overseeing major departmental events and conferences, assisting with coordination, logistics, setup, and room/hotel reservations for seminars, lectures, and distinguished talks.

Essential Functions (Key Responsibilities)
Serves as the department's front desk lead, managing inquiries, greeting visitors, and supporting student services through a centralized ticketing system. Oversees student worker scheduling and training. Coordinates faculty print codes and book orders. 10%
Plans and executes departmental events with the Finance Service Analyst 2 including lectures, workshops, seminars, weekly tea time events, and conferences/retreats. Coordinates event logistics such as speaker support, space set up, hotel bookings, parking, catering, room setup and cleanup, and vendor engagement. 20%
Provides administrative and logistical support for department-affiliated centers and academic programs. Schedules meetings and and communications among visitors and faculty members to ensure smooth operations. 10%
Assists with outreach efforts and supports ongoing department and center recruitment and fundraising initiatives. Serves as a liaison to ensure program needs are met and represented within broader department and center-related activities. 5%
Prepares estimates, tracking costs, and reconciling expenses for events, ensuring timely and accurate processing. 5%
Assists in processing reimbursements for faculty travel, seminars, and events. Assists in vendor onboarding as a back up, and ensures compliance with university policies for financial transactions. 10%
Oversees the coordination of departmental space, including office assignments, key distribution, and equipment checkout. Oversees seminar and conference room logistics to ensure spaces are fully prepared for academic events. 15%
Assists the MSO in updating the department's capital asset inventory and assists in the annual space audit and updates the university's official space database. 5%
Maintains and updates departmental website content and assists with web migration projects. Ensures timely submission and upkeep of departmental surveys, reports, and portal content to support internal tracking and campus-wide requirements. 10%
Coordinates Facilities Management work requests and space needs in collaboration with the MSO. Oversees annual signage audits, orders supplies and instructional equipment, and manages OIT service requests for phones and data lines. 10%

Required:

• Demonstrated skills to anticipate and coordinate all preparatory arrangements for meetings, seminars, conferences, and events.
• Strong organizational skills to handle a diverse workload and prioritize projects with multiple deadlines, frequent interruptions, and changing priorities.
• Exceptional interpersonal and social skills to communicate and interact in a courteous, professional and effective manner 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 identify, understand, analyze, and interpret complex written materials, situations, and concepts.
• Ability to research, properly evaluates 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.
• High degree of proficiency in software applications, including Outlook, Word, PowerPoint, and Excel.
• Ability to maintain strict confidentiality.
• Ability to work effectively in a team environment.
• High school diploma or equivalent experience

Preferred:

• Prior event planning experience in organization large scale events.
• Working knowledge of University policies, procedures, and organizational structure including Financial, Human Resources, and Payroll functions.
• BA/BS or equivalent combination of education and experience
• 1-3 years Administrative experience in an office setting

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 $28.49- $31.92 (Hourly).

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
• Employment Misconduct*
• Legal Right to work in the United States
• Vaccination Policies
• Smoking and Tobacco Policy
• Drug Free Environment

*Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

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 is an Equal Opportunity Employer. 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 Anti-Discrimination 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.