Executive Assistant 3 - Administration - FT Days at University of California - Irvine Medical Centers in Orange, California

Job Description:

Updated: Nov 20, 2020
Location: Orange
Job Type:
Department: Administration

Job Description:

UC Title:

EXEC AST 3

Reports to:

Chief Financial Officer

Cost Center:

Administration (428613)

FLSA:

Exempt

Job Code:

007384

Shift:

Not Applicable

Position Number:

40320958

Working Title:

Executive Assistant 3

Bargaining Unit:

No Bargaining Unit

Date Created:

11/19/2020

Hours:

40

FTE:

1

Position Summary:

Reporting directly to the CFO, the Executive Assistant is responsible for a broad range of strategic and tactical high level executive administrative support activities and is expected to work with discretion and judgment in all aspects of the role. The incumbent manages a variety of special projects for the CFO, some of which may have organizational impact.

Responsibilities include, but are not limited to serving as the primary point of contact for internal and external constituencies on all matters pertaining to the office of the CFO. The incumbent also serves as a liaison to all levels of the University including the Medical Center, School of Medicine (SOM), Office of the President and Campus; monitoring and responding to emails, scheduling and calendaring meetings; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.

Salary Range:

Minimum

Midpoint

Maximum

Annual Rate

$50600

$77100

$103700

REQUIRED QUALIFICATIONS:

*

Ability to analyze and manage budgets and make forecasts as required
*

Ability to manage and maintain complex calendars and schedules and navigate appointments
*

Ability to maintain a work pace appropriate to the workload
*

Must demonstrate customer service skills appropriate to the job
*

Excellent written and verbal communication skills in English
*

Minimum of five years high level administrative experience at the Executive Level
*

Eight years of related experience managing large administrative projects with the know-how around prioritizing the projects and meeting all deadlines
*

Very strong interpersonal skills to communicate effectively among diverse groups of people and the ability to build relationships with stakeholders across the Health system, including staff, board and committee members, external partners and donors
*

Ability to work collaboratively and thrive in a fast-paced, rapidly changing and often political environment
*

Demonstrated excellent organizational skills and possess the ability to design, set up and manage internal processes and protocols
*

Strong project management skills including the ability to effectively manage multiple projects and tasks simultaneously
*

Proven ability to handle confidential information with discretion
*

Forward looking thinker, who actively seeks opportunities and proposes solutions
*

Strong organizational skills, detail-oriented
*

Demonstrated sound critical thinking and strong problem solving skills
*

Demonstrated ability to work independently on projects, from conception to completion, and must be able to work under pressure
*

Strong skills in Microsoft Office (Outlook, Word, Excel, and Power Point)
*

Ability to write succinct and accurate executive summaries for senior level audiences
*

Ability to draft correspondence on behalf of Chief Administrator and other executives
*

Must possess the skill, knowledge and ability essential to the successful performance of assigned duties

PREFERRED QUALIFICATIONS:
*

College level coursework in business or a related field and/or equivalent combination of education and related experience
*

Minimum of five years high level administrative C-Suite experience
*

High level administrative experience in a health care environment
*

Previous experience providing administrative support to a Chief Administrator or equivalent level position
*

Knowledge of University and medical center organizations, policies, procedures and forms

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