Updated: May 1, 2024
Location: Irvine-Campus
Job Type:
Department: Library Administration
Job Opening ID: 68327
Reports To:
Working Title: ADMIN OFCR 2 CX
Department: Library Administration
Bargaining Unit: CX
FLSA: Non-Exempt
Payroll Job Code: 004263
Job Location: UCI Campus- Irvine
Percent of Time: 100%
Work Schedule: 8 am - 5 pm, M-F
Employee Class: Career
Position Summary:
Performs analytical, problem-solving, administrative, and liaison duties in support of the day-to-day operations of the University Librarian’s Office. Analyzes the administrative operations of the University Librarian’s Office to ensure that the objectives of the office are met and to enable the University Librarian to fulfill the mission of the UCI Libraries. Anticipates the information needs of the University Librarian (UL) and independently gathers, evaluates, analyzes, and presents data from a variety of sources to meet those needs. Acts as time manager for the UL and independently manages the UL’s complex appointment calendar. Establishes and maintains systems for monitoring items that have been delegated to ensure appropriate follow-up. Drafts correspondences, announcements, and reports that are to be issued over the UL’s signature. Responsible for managing all travel for the UL. Creates and manages the UL Office file system. Coordinates transactions requiring the UL’s approval. Responsible for managing the departmental wiki/website. Plans employee morale events and forums. Serves as a liaison between the UL and campus offices and the many Libraries groups the UL is responsible for, as well as external state and national organizations. Assists the UL with communications and scheduling meetings with potential donors. Works together with the External Relations Team on scheduling events and formatting and editing communications.
At the heart of University of California, Irvine's academic community, the UCI Libraries plays a vital role in enabling our outstanding students, faculty, and researchers to create new knowledge, develop lifelong learning skills, and make meaningful contributions to society. We value innovation and collaboration, and we are committed to fostering an environment that promotes diversity, equity, inclusion, and accessibility. The Libraries physical spaces consist of the Langson Library, the Science Library, the Library Gateway Study Center, and the Grunigen Medical Library.
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 $30.44 - $48.86 (Hourly Rate). The Full Salary Range for the salary grade this position is assigned to is $30.44 - $48.86 (Hourly Rate).
Required:
- BS/BA degree and four years of experience working as an executive assistant, or equivalent combination of education and experience.
- Experience providing executive-level administrative support, including scheduling calendars and meetings, coordinating travel, prioritizing mail, screening telephone calls, and managing general office operations.
- Demonstrated ability to gather, evaluate, analyze, and present data in response to information needs.
- Ability to anticipate problems and needs and takes necessary action to eliminate or mitigate potential negative effects.
- Demonstrated experience in developing, writing, and implementing operational procedures.
- Effective oral and written communication skills.
- Ability to establish and maintain effective working relationships and to exercise judgment, tact, maturity, presence, and self-confidence in dealings with faculty, students, campus and non-campus administrators, businesses, community, leaders, and representatives from other academic institutions and organizations.
- Demonstrated superior organizational skills to establish effective workload priorities to facilitate multiple projects and tasks so that the needs of the UL are anticipated and met in a timely manner.
- Demonstrated ability to maintain strict confidentiality and to interact on sensitive issues with tact and diplomacy.
- Demonstrated ability to compose reports and business correspondence, prepare documents, and facilitate the production of materials.
- Demonstrated ability to take notes and prepare summary meeting notes.
- Accurate typing at a reasonable speed.
- Skills to utilize personal computer and Microsoft software at the level of sophistication required for the UL’s office and library administration.
- Ability to work creatively, collaboratively, and effectively and to promote teamwork, diversity, equality, and inclusiveness within UCI Libraries and the campus.
Preferred:
- Demonstrated experience in hiring, training, supervising, scheduling, and evaluating student employees.
- Knowledge of University organizational structure, policies, and procedures.
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
- 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, 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 [email protected]
