Office Administrator

Who We Are 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. Student Housing is a self-funded, large and complex campus department consisting of 6 housing communities and 3 support units, with more than 300 staff employees, 300-400 student employees and an annual operating budget of $120 million. Student Housing provides housing for approximately 9,000 undergraduates, graduate students and their families in over 250 buildings and approximately 3.3 million sq. ft. Currently, Student Housing houses 51% of UCI's enrolled students (in conjunction with American Campus Communities, UCI's 3rd party housing partner) with a goal of housing 60% as part of the campus Long Range Development Plan (LRDP). Student Housing also provides maintenance and repair services to student residents. Your Role on the Team The Department of Student Housing builds, maintains and operates facilities that promote and support a learning-centered and resident-focused organization. Under general supervision, the incumbent provide the first point of entry for all individuals entering or contacting the Operations Service Center to address a variety of questions, concerns, or issues. Under the general supervision of the Associate Director Facility Services, the incumbent serves as a primary administrative staff member supporting the Facilities Operations and Capital Planning unit of Student Housing. The incumbent will supervise 10-15 student staff (Student Office Assistants) who provide administrative support for the Operations Service Center staff. The incumbent will maintain and upgrade office equipment and interface with residents, appropriate vendors, campus departments, and provide management support for 13 professional staff. This position also provides significant other duties including maintaining office supply inventory, answering phones, and completing special projects as needed. The incumbent is required to use effective problem-solving, decision-making, and interpersonal communication skills in the discharge of their duties. Must be able to respond to changing priorities while working in a dynamic environment. Ability to work collaboratively and independently on multiple projects, set priorities and organize tasks. What It Takes to be Successful Required: Basic understanding of office operation and functions. Ability to adapt to changing priorities while working in a dynamic environment. Demonstrated ability to communicate effectively to a broad variety of stakeholders including administrators, staff, residents and vendors on the phone, in-person, and in writing. Demonstrated ability to take accurate messages and make effective referrals. Demonstrated ability to work as part of a team and collaborating closely with co-workers on a variety of independent functions. Demonstrated ability to respond with flexibility and efficiency to frequent changes in task focus, competing priorities, and multiple and sometimes competing deadlines. Demonstrated ability to use Microsoft and Windows applications: Word, Excel, PowerPoint, Access, Publisher, Outlook, Internet Explorer. Demonstrated experience using and maintaining databases. Knowledge of PC hardware and computer peripherals. Skill to troubleshoot system problems. Skill to maintain software updates. Willingness to learn new applications and systems. Ability to develop effective processes/systems, identify areas for process improvement, and make recommendations to improve efficiency and/or service level. Demonstrated ability courteously, effectively, diplomatically, and professionally. Demonstrated ability to handle high volume public contact using tact and diplomacy while maintaining a high level of confidentiality of records and information. Demonstrated ability to maintain a calm, service demeanor when working in a fast-paced environment. Demonstrate understanding of the needs and issues of a highly diverse clientele. Experience in providing customer service or administrative support with a strong commitment to customer service and teamwork. Ability to follow, model and promote conduct that adheres to the University Of California Principles Of Community. Ability to take initiative, function independently, set priorities, and manage time to complete work in a timely manner. Ability to analyze a problem, perform research, make corrections, and implement solutions. Ability to compose reports, letters, instructions and other documents with attention to clarity, tone, composition and mechanics. Critical thinking skills to evaluate information and make decisions about the correct course of action. Bachelor's degree in related area and / or equivalent experience / training. California driver’s license 1-2 years of office administrative experience Driver's License: Required to hold a valid drivers license, have a driving record that is in accordance with local policies/procedures, and/or enroll in the California Employer Pull Notice Program. Preferred: A working knowledge of University policies and procedures. Knowledge of UCI Housing and University policies and procedures. Knowledge of UCI Housing, campus, and community resources. Knowledge of buildings or facilities operations. Knowledge of accounting systems, procedures and documents for campus and housing. Knowledge of procurement systems, procedures and documents. Demonstrate experience in using Adobe Acrobat, Illustrator, Photoshop and/or similar software. Bilingual oral and written communication skills (English and Spanish). Knowledge of Student Housing, university and community resources, systems and services. Special Conditions: Possess a valid California driver’s license. Available for occasional overtime and weekend work. Department can require overtime work to meet operational needs. Must be able to pass background check. Must be willing and able to assist in the event of a disaster. 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. The expected pay range for this recruitment is $30.87- $34.59 (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. Consideration for Work Authorization Sponsorship Must be able to provide proof of work authorization