Division Assistant

Division Assistant – Department of Medicine

Under the general supervision of the Division Administrator, the Division Assistant will provide support to all departmental divisions, including financial management of unrestricted accounts, travel and expense reimbursement for federal awards, purchasing for multiple laboratories using Kuali Financial system, and assistance with academic personnel matters (preparing files, supporting documents for academic appointments, and salary appointments). The role includes operational and procedural assignments requiring discretion.
What It Takes to be Successful

Required

Interpersonal skills including verbal & written communication, active listening, critical thinking, persuasiveness, advising, and counseling skills.
Knowledge of a variety of administrative operational activities such as event planning, accounting and payroll, purchasing.
Ability to use discretion and maintain confidentiality.
Skills in short‑term planning, analysis, problem‑solving, and customer service.
Knowledge of financial analysis and reporting techniques, and/or human resources policies and procedures for staff and academic employees.
Demonstrated ability to research, evaluate information, and prepare concise, well‑organized reports, summaries, and correspondence.
Demonstrated skill in interacting with persons of various social, cultural, economic and educational backgrounds.
Ability to prioritize assignments and achieve high productivity/quality with short time frames, under rigid deadlines, and/or in environments with frequent workload changes and competing demands.
Strong attention to detail.
High school diploma or equivalent experience.
Minimum of 3 years’ experience.
Preferred

Knowledge of university rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and/or personnel management.
Knowledge of common university‑specific computer applications.
Demonstrated problem‑solving capabilities to resolve concerns that arise unexpectedly.
Ability to independently exercise discretion and sound judgment including supervision of staff.
Total Rewards

In addition to the salary range, benefits include medical insurance, sick and vacation time, retirement savings plans, and access to discounts and perks.
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.
Additional conditions may include California child abuse reporting, E-verify, and pre-placement health evaluation.
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. UCI provides reasonable accommodations for applicants with disabilities upon request.
Consideration for Work Authorization Sponsorship

Must be able to provide proof of work authorization.

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