Executive Assistant to the Dean, Claire Trevor School of the Arts

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.

Established in 1965, the Claire Trevor School of the Arts (CTSA) at the University of California, Irvine (UCI) has been a national leader in training emerging artists and performers. The school serves as UCI's creative engine, dedicated to cultivating the artistic talents of over 820 undergraduate majors and 125 graduate students. Through a fusion of liberal arts principles, critical thinking, and hands-on experiences, CTSA empowers students to create, explore, and innovate in the realm of the arts. At the core of CTSA's philosophy is the integration of creativity and technology across its diverse degree programs in Art, Dance, Drama, and Music. Additionally, the school serves as the public-facing entry to the university, hosting over 200 performances and exhibitions annually. This forward-looking approach ensures that students not only master the fundamentals of their craft but also engage in interdisciplinary collaborations that extend into the business community.

Under administrative supervision by the Assistant Dean and programmatic supervision by the Dean, the incumbent provides comprehensive administrative leadership to the Dean's Office. This role provides executive level analytical and planning support that ranges from managing and coordinating the scope of the Dean's calendar, to project support, advance of strategic priorities, and internal and external communications. The Executive Assistant provides proactive, responsive, and effective executive-level support and serves as a central resource for the coordination of all Dean's events and activities. Schedules and manages meeting logistics, coordinates all travel, processes payments/reimbursements, and supports planning and events for the Claire Trevor School of the Arts. Supports the dean with internal and external communications and the execution of key projects and strategic priorities.

This role conducts complex administrative analyses requiring a knowledge of University administrative organizations, procedures, and practices. Assumes responsibility for large scale administrative and development projects and provides analysis of the results. Oversees the management of files and implements office operating procedures. Interacts directly with donors and prospective donors, faculty, staff, campus administration, and community members. Takes initiative on projects and tasks. Uses discretion with confidential information, and assures timely follow up and completion of projects. Serves as the liaison between community members, UC Irvine officials, Museum Team, Development Team, and the CTSA staff. Oversees and manages the School's research accounts and the Dean's Office operating accounts. Provides general support for the Dean's Office as assigned.

Required:

• Proven experience and professionalism in providing primary administrative support to high-level administrators.
• Demonstrated organizational skills, ability, and experience to implement existing or develop new office operations.
• Demonstrated ability and experience determining workload and setting priorities, taking into consideration multiple requests and deadlines and fluctuating priorities.
• Knowledge of basic accounting principles and skill in financial tracking of accounts, including the development of financial reports and reconciling ledgers.
• Skills and experience planning and coordinating logistics of fundraising or other special events, including developing and managing event budgets, creating event management timelines, interfacing directly with vendors and event participants, arranging travel compiling and preparing conference and event-related materials.
• Interpersonal skills to establish and maintain cooperative working relationships with campus administrators, faculty, administrative and technical staff, students, and community members.
• Written communication skills to compose and edit clear and appropriate business correspondence independently, using correct format, spelling, punctuation and grammar.
• Verbal communication skills to communicate effectively with a diverse group of individuals in a diplomatic, tactful, and professional manner.
• Ability to apply existing campus policies and administrative guidelines to resolve unusual administrative problems within the objectives of the Dean's Office.
• Ability to maintain utmost confidentiality and use discretion in handling sensitive issues of concern to the School and the University.
• Ability to work occasional evenings and weekends as required.
• Small to mid-level project management skills
• Bachelor's degree in related area and / or equivalent experience / training
• 3-5 years Providing executive-level administrative support to a high-level administrator

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.

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.