Administrative Analyst - 13395 at University of California- Irvine in Irvine, California

Job Description:

Required Qualifications

JOB OPENING ID: 13395

REPORTS TO: ADMIN SUPV 2

WORKING TITLE: Administrative Analyst

DEPARTMENT: COMPUTER SCIENCE

BARGAINING UNIT: 99

FLSA: Non-Exempt

PAYROLL JOB CODE: 007376

JOB LOCATION: UCI Campus- Irvine

PERCENT OF TIME: 100%

WORK SCHEDULE: 8-5, M-F

EMPLOYEE CLASS: Career

POSITION SUMMARY:

In the Donald Bren School of Information and Computer Sciences, Department of Computer Science, and under the general direction of the Department Manager, independently, responsible for policy analysis/interpretation and independent problem-solving responsibilities that require on-going interaction with all levels of University administrators not limited to faculty, staff, students, academic personnel and business units.

Provide administrative assistance for assigned research groups. Responsible for coordinating with appropriate ICS and CS staff in managing purchasing issues, including Kuali, purchase order; obtaining appropriate authorization and ensuring the correctness and completeness of all forms, and following all purchasing and accounting polies and procedures. Responsible for processing all requests for reimbursements including travel, entertainment, supplies and facility work orders. Manage and coordinate research functions including seminars, conferences and journal submissions. Provide analysis and research for faculty projects as required. Participate in short and long-range planning for the faculty group administration. Design and prepare analytical reports and make recommendations to faculty for required purchases. Act as liaison with Department, other campus units, students, public and private agencies, nation and international colleagues. Duties include preparation of memoranda, correspondence, scheduling, filing and other activities. Independently manages the annual academic review process for non-senate appointments in the Department of Computer Science. Maintains academic personnel files; prepares and processes non-senate merits, promotions, and appointment files. Prepares academic recruitment advertisements. Manages the visitor personnel process for the Department of Computer Science. Manages the department recruitment activities for non-senate positions in the AP RECRUIT system. Manages the Computer Science academic visitor program. Responsible for policy analysis/interpretation and independent problem-solving responsibilities that require on-going interaction with all levels of University administrators not limited to faculty, staff, students, academic personnel and business units.

COMPENSATION RANGE:

$45,900- $70,100

DEPARTMENT WEBSITE:

http://ics.uci.edu

REQUIRED:

Bachelor's degree in related area and / or equivalent experience / training.

Ability to use sound judgment in responding to issues and concerns. Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing. Solid organizational skills and ability to multi-task with demanding timeframes. Working knowledge of common organization-specific and other computer application programs. Ability to use discretion and maintain confidentiality. Organizational skills to work with minimal supervision and independently identify required actions. Demonstrated skill to prioritize assignments, work under time constraints and follow up on problems/ tasks to their satisfactory conclusions. Ability to read and comprehend policy, apply policy to varying situations and to effectively concisely communicate policy to faculty, staff, researchers and students. Ability to develop and maintain cooperative and effective working relationships with faculty, staff, students and vendors using excellent verbal, written and electronic communication skills. Demonstrated ability to work with confidentiality, diplomacy and tact. Adjust to changing priorities, deadlines, interruptions and general supervisory oversight. Ability to maintain strong ethical and professional approach to work. Ability to effectively communicate when requesting additional information, placing orders, explaining regulations, providing updates on order status, arranging for returns, closing out orders, and coordinating repairs and maintenance requests. Skill in speaking clearly using appropriate vocabulary, grammar and manner to obtain and convey information to individuals at various organizational levels. Skill to communicate orally and in writing to a broad cross section of the population including students, professional staff and faculty. Ability to maintain workflow with changing priorities and frequent interruptions and to organize and prioritize fluctuating workloads. Ability to complete job assignments accurately, quickly yet thoroughly, and reliably under extremely heavy workloads. Ability to use good judgement, make use of available resources and keep work area in an orderly and organized manner. Ability to maintain strong ethical and professional approach to work. Ability to develop and implement new administrative procedures. Excellent writing and proofreading skills to prepare error-free correspondence with appropriate meaning and content, reports and other written documents using correct English grammar, punctuation and spelling. Skills and abilities to communicate over the phone in a clear, comprehensive, diplomatic and professional manner. Skill and ability to operate standard office equipment such as a copier and fax machine. Strong organization skills and flexibility to prioritize duties when faced with high-volume and diverse workload, frequent interruptions, competing deadlines, changing priorities and compelling request for services. Excellent interpersonal skills to relate easily and effectively with people within and outside the University, including both strong written and verbal communication skills. Ability to work independently and use initiative; and to organize and follow through with complex tasks to meet deadlines. Ability to operate a computer and to effectively use Microsoft Word, and Excel; e-mail and web browser computer programs. Demonstrated knowledge of proper telephone usage and etiquette.

PREFERRED:

Skill to analyze materials provided to determine what polices apply, how to best process the request, whether additional information is needed, how best to obtain additional information if needed, and when to consult with colleagues, superiors, and/or experts in central Purchasing or Accounting. Skill to analyze and prioritize work assignments. Knowledge of purchasing, shipping, and warranty terminology. Adequate knowledge of scientific and technical terminology and commodities when purchase requisitions are received. Experience with providing administrative support. Strong customer service skills to respond professionally and effectively to requests for service and resolve customer issues. Proven ability to be sensitive and responsive to the needs of students and faculty from diverse backgrounds. Skill in writing and editing grammatically correct business correspondence such as brief memoranda and letters from written or oral instructions in order to perform the duties. Knowledge of campus departments and their activities. Working knowledge of Microsoft Office, University purchasing and financial systems such as KFS, ability to quickly perform data entry, maintain data, and retrieve data for order research, status queries, or reporting. Experience/knowledge of UCI s accounting practices, polices and procedure.

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.

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