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University of California – Irvine Hiring for Administrative Operations Coordinator at Irvine, CA Full Time
Job Opening ID: 69345
Reports To: Director, Strategic & Operational Services
Working Title: ADMINISTRATIVE OPERATIONS COORDINATOR
Department: CAREER PATHWAYS
Bargaining Unit: CX
FLSA: Non-Exempt
Payroll Job Code: 004263
Job Location: UCI Campus- Irvine
Percent of Time: 100%
Work Schedule: 8-5, M-F
Employee Class: Career
Position Summary:
The Division of Career Pathways is an environment that celebrates diversity of background and experience and one that leverages the unique talents and strengths of staff to achieve greater employee satisfaction, higher productivity, and innovation. We strive to be a place where staff feel that they are equitably treated, respected, heard, valued, and enabled to do their best work while contributing to organization’s mission and vision.
Reporting to the Director for Strategic Services, the Administrative Operations Coordinator is responsible for a broad array of functions, including critical aspects of the Division of Career Pathways’ accounting, purchasing, data, and operational needs. The Administrative Operations Coordinator monitors and analyzes financial accounts; prepares financial reports; and coordinates fiscal closing activities. The incumbent serves as point person for Handshake by providing training to DCP constituents and DCP staff; coordinates payment for services made via Handshake with UCI Executive Business Office; runs data reports and creates new queries for data reports specific to UCI’s needs. The position coordinates and processes all new UCI campus employer registrations and works with campus departments to hire students for campus jobs. They initiate and monitor requests for facilities services and OIT technical support. The position is responsible for supervising student workers for Front Desk operations. This includes maintaining consistent desk coverage, setting work standards, managing performance issues, and coaching student workers to ensure a welcoming customer-friendly experience at the Division of Career Pathways. The Administrative Operations Coordinator also provides administrative coordination in support of the Associate Vice Provost.
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 – $31.84 (Hourly Rate). The Full Salary Range for the salary grade this position is assigned to is $30.44 – $48.86 (Hourly Rate).
Department Website:
https://career.uci.edu/
Required:
- Ability to exercise professional judgment in interpreting and implementing University and Division of Career Pathways policies and procedures as they relate to students, alumni and staff.
- Effective oral and written communication skills.
- Writing skills to prepare concise, logical and grammatically correct correspondence, administrative reports, policy guidelines and procedures.
- Excellent interpersonal and critical thinking skills in order to provide outstanding customer service to undergraduate and graduate students, alumni, faculty, staff and community.
- Problem-solving skills to quickly and accurately assess, define and resolve complaints, discrepancies and errors.
- Skill in analyzing information, problems, situations, practices and procedures.
- Solid knowledge or ability to learn various campus on-line systems, such as Handshake, KFS, the Purchasing and Accounting Link (PAL); working knowledge of the PALCard and PALWeb purchasing system.
- Demonstrated experience using and knowledge of Excel, Access, Word, Outlook, and Data Warehouse applications.
- Demonstrated skill in establishing and maintaining file systems.
- Demonstrated ability to work independently and follow through on assignments with minimal direction.
- Ability to maintain a high level of confidentiality of personnel and payroll files and acquired knowledge of sensitive situations.
- Ability to supervise student staff. Organizational skills and experience, including time management and independent judgment to establish goals, set priorities and manage deadlines, multi-task and adjust priorities, manage complex administrative calendars; plan and coordinate events; make travel arrangements; research, analyze and report on complex topics as the Associate Vice Provost’s needs dictate.
Preferred:
- Thorough knowledge of university rules and regulations, policies and procedures for budget, accounting and fund management and/or personnel management.
- Bachelor’s degree in related area, or equivalent experience. 3 – 5 years operations or management experience for a small-to-mid-sized department or organizational unit Fluency in using Handshake required (on-the-job training will be provided)
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]