Department Office Administrative Assistant

Position Overview

The Department of Mathematics in the School of Physical Sciences at UC Irvine seeks a full-time, on-site Department Office Administrative Assistant to support administrative, financial, and facilities operations. The candidate processes reimbursements, tracks event expenses, vendor onboarding, and equipment inventory. Duties include key distribution, space assignments, technology checkout, Facilities Management requests, and oversight of the department's capital asset management system. The candidate also supports the Chair's daily and long-term activities, handling sensitive correspondence, agreements, and special projects with discretion. This role requires strong judgment, organizational skill, and diplomacy, and includes overseeing major departmental events and conferences, assisting with coordination, logistics, setup, and room/hotel reservations for seminars, lectures, and distinguished talks.

Key Responsibilities

• Serves as the department's front desk lead, managing inquiries, greeting visitors, and supporting student services through a centralized ticketing system.
• Plans and executes departmental events with the Finance Service Analyst 2 including lectures, workshops, seminars, weekly tea time events, and conferences/retreats.
• Provides administrative and logistical support for department-affiliated centers and academic programs.
• Assists with outreach efforts and supports ongoing department and center recruitment and fundraising initiatives.
• Prepares estimates, tracks costs, and reconciles expenses for events, ensuring timely and accurate processing.
• Assists in processing reimbursements for faculty travel, seminars, and events.
• Oversees the coordination of departmental space, including office assignments, key distribution, and equipment checkout.
• Assists in updating the department's capital asset inventory and supports the annual space audit.
• Maintains and updates departmental website content and assists with web migration projects.
• Coordinates Facilities Management work requests and space needs in collaboration with the MSO.

Required Qualifications

• Demonstrated skills to anticipate and coordinate all preparatory arrangements for meetings, seminars, conferences, and events.
• Strong organizational skills to handle a diverse workload and prioritize projects with multiple deadlines, frequent interruptions, and changing priorities.
• Exceptional interpersonal and social skills to communicate and interact in a courteous, professional, and effective manner.
• Ability to establish and maintain effective working relationships.
• Ability to identify, understand, analyze, and interpret complex written materials, situations, and concepts.
• Ability to research, properly evaluate information, and prepare concise, well-organized reports, summaries, and correspondence.
• Excellent writing, editing, and proofreading skills.
• High degree of proficiency in software applications, including Outlook, Word, PowerPoint, and Excel.
• Ability to maintain strict confidentiality.
• Ability to work effectively in a team environment.
• Education: High school diploma or equivalent experience

Preferred Qualifications

• Prior event planning experience in organizing large scale events.
• Working knowledge of University policies, procedures, and organizational structure including Financial, Human Resources, and Payroll functions.
• BA/BS or equivalent combination of education and experience.
• 1-3 years administrative experience in an office setting.

Benefits & Perks

• Benefits: Medical insurance
• Benefits: Sick and vacation time
• Benefits: Retirement savings plans
• Benefits: Access to a number of discounts and perks