Temporary Administrative & Creative Support Specialist Job at University of Cali

Overview:

Founded in 1965, UC Irvine is a member of the prestigious Association of American Universities and is ranked among the nations 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. Its located in one of the worlds safest and most economically vibrant communities and is Orange Countys 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.

Responsibilities:

This recruitment is for the Temporary Administrative & Creative Suppport Specialist position through UCI's internal temporary staffing service. This position can be based out of the UC Irvine campus and/or the UC Irvine Medical Center.

The Temporary Administrative & Creative Suppport Specialist must consistently exercise a high degree of initiative, confidentiality, independence, good judgment, flexibility in performing a wide variety of duties, and the ability to adjust to changing priorities while working well under pressure. Performance at this level requires independent critical thinking and problem solving, strong verbal and written communication skills, creativity, knowledge of office environment and technology, and a commitment to seeing tasks and projects through to completion.

Under direction supervision, the incumbent provides administrative support for the various outreach and student educational programs of the department. The incumbent also serves as the marketing and communications specialist, ensuring that materials are in compliance with University standards for communication. Responsibilities include, but are not limited to, creation and design of brochures, flyers, and teaching materials using various software programs. Coordinates Centers workshop requests, prepares various University and accounting forms as required. Provides backup support for the reception desk as needed. Other administrative duties as assigned.

Qualifications:

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.

Pay Rate: $27.34/hr

Required:

• Thorough knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.
• Requires good verbal and written communication skills, active listening, critical thinking, multi-task and time management skills.
• Requires interpersonal and work leadership skills to provide guidance to other nonexempt personnel.
• Bachelors degree and 2-4 years experience or equivalent combination of education and working experience in a similar environment.
• 1-3 years Broad knowledge of office environment and administrative support needs with the ability to provide executive level support in a fast-paced environment.
• UCLC trainings - HIPAA any other standard UCLC training requirement; will be trained in using Point-n-Click (PnC) Electronic Medical Record system; website, wordpress/platform for website, campus group training; PALCard training (if needed)
• Ability to work independently and establish priorities. Ability to perform tasks and services related to the office with efficiency.
• Demonstrates initiative and uses good judgment in selecting proper work methods from among clearly defined alternatives. Experience working in an office environment.
• Ability to work in a very busy office with competing deadlines and divergent goals.
• Fast and accurate typing, strong proofreading and editing skills. Knowledge of various software programs such as, Windows, Microsoft Word, E-mail, Outlook, Excel, Adobe on a PC.
• Ability to organize in order to complete several on-going projects.
• Ability to work in an environment of constant interruptions.
• Proven ability to maintain the strictest of confidence on sensitive issues using tact and diplomacy; experience working in an academic, medical or research setting.
• Demonstrates positive inter-personal skills and fosters positive interpersonal relationships with Clients and co-workers.
• Ability to maintain an effective working relationship with lines of authority, peers and other staff. Ability to work closely with vendors in requisition of office supplies, equipment, etc. Displays honest and ethical behavior.
• Exhibits flexibility and adaptability in accepting and adjusting to change.
• Cultural humility with diverse populations.
• Able to communicate effectively both orally and in writing.
• Ability to work well in groups and individually.
• Proficiency in Microsoft Office products.
• Familiarity with using digital platforms (websites, social media, etc.) to effectively reach and market programs and services to students, preferable in a higher education setting.
• Familiarity with website and content management systems (WordPress preferred).
• Experience with development and utilization of various marketing/communications strategies (both print and digital).
• Familiarity and experience with current design software (preferably the Adobe suite - Photoshop & Illustrator).
• Proficiency with digital photography/videography, including production and editing software/programs.
• Possess knowledge of methods, strategies, and techniques to implement effective student outreach activities
• Working experience with students in a University setting.
• Experience in one or more of the following highly desired: working with young adult populations, mental health field, or in higher education.
• Ability to organize workshops/large events which require securing equipment and catering needs.
• Knowledge of UC Policies and Procedures. Ability to process University and accounting forms.
• Ability to compile statistics for quarterly and year-end reports on requests, presentations, and evaluations. Working knowledge of UCI Payroll/Personnel.
• Working knowledge of UCI Kuali Financial System (KFS).
• Knowledge of UCI PalCard policies and procedures.
• Educational background in marketing, public relations, or communication studies, and graphic design.
• Knowledge of various software programs such as, Windows, Microsoft Word, E-mail, Outlook, Excel, Adobe on a PC, Canva, Illustrator, photoshop, word press, and HTML.
• Social media , graphic design, and visual marketing experience a plus.
• Excellent verbal and written communication skills, including editing and proofreading to produce quality and accurate marketing and communications collateral.
• Skill in prioritizing assignments for self and staff to complete work in a timely manner with attention to detail when there are: changes in workload, changes in assignments, deadline pressures, competing priorities, and fluctuating workloads.
• No uniform requirement. Business casual attire.

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. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

For the University of Californias Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20.

For the University of Californias Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination.

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.