Executive Assistant to the Dean, Claire Trevor School of the Arts at University of California, Irvine

Irvine, California, United States -

Full Time

Start Date

Immediate

Expiry Date

02 Sep, 26

Salary

0.0

Posted On

04 Jun, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Executive Administrative Support, Calendar Management, Project Management, Financial Tracking, Event Planning, Budget Management, Internal Communications, External Communications, Analytical Planning, Confidentiality, Vendor Management, Business Correspondence, Interpersonal Skills, Office Operations, Account Reconciliation, Strategic Priority Execution

Industry

Hospitals and Health Care

Description

Who We Are The Claire Trevor School of the Arts (UCI Arts) at the University of California, Irvine, creates transformative experiences through an interconnected, diverse and innovative community of artists and scholars. As the only UC school encompassing art, dance, drama and music, reflected in its four departments, UCI Arts fosters creativity and interdisciplinary collaboration, empowering over 1,000 undergraduate and graduate students annually. With a focus on academic rigor, technology and a commitment to inclusivity, students engage in over 150 annual exhibitions, performances and workshops while preparing for a wide range of professional careers. As part of a comprehensive research university, UCI Arts offers students the unique opportunity to pursue artistic and academic excellence as mutually informative endeavors. Our embrace of double majors and interdisciplinary as well as cross-school collaborations provides students with opportunities to develop as leaders in their fields. Rooted in Southern California’s vibrant cultural landscape in Orange County, UCI Arts maintains deep connections with regional, national, and global arts organizations and practitioners. These relationships expand UCI Arts' resources for students, providing career pathway-oriented opportunities, including internships and industry partnerships. Students can also gain professional experience through activities in our two professional galleries, the Contemporary Arts Center and the Beall Center for Art + Technology (see further information below). UCI Arts’ dynamic faculty, distinguished by their leadership in their creative practice, mentor students to become engaged global citizens. Our alumni launch into careers of impact, making significant contributions across both the arts and other sectors. Your Role on the Team 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 management, 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. What It Takes to be Successful 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 yearsProviding executive-level administrative support to a high-level administrator Total Rewards 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. Consideration for Work Authorization Sponsorship Must be able to provide proof of work authorization

Responsibilities

Provides comprehensive administrative leadership and executive-level support to the Dean's Office, including calendar management and strategic project coordination. Manages internal and external communications, event logistics, and the oversight of research and operating accounts.