Business Operations & Projects Specialist

Founded in 1965, UC Irvine is a member of the prestigious Association of American Universities and is ranked among the nation's 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. It's located in one of the world's safest and most economically vibrant communities and is Orange County's 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.

UC Irvine Health Affairs - encompassing Susan & Henry Samueli College of Health Sciences (COHS) and UCI Health - is translating the tripartite mission of "Discover. Teach. Heal." to drive groundbreaking scientific discoveries, translate the latest research into clinical application, and training of a future-focused workforce in healthcare. The college comprises the School of Medicine, the Sue & Bill Gross School of Nursing, the School of Pharmacy & Pharmaceutical Sciences, the Joe C. Wen School of Population & Public Health, the Susan Samueli Integrative Health Institute, and research units focused on cancer, clinical translational science, precision health, and stem cells. In robust synergy with UCI Health, the only academic health system in Orange County, UC Irvine is transforming education, discovery, and patient care to benefit the region, state, and nation.

The Office of the Vice Chancellor for Health Affairs provides strategic leadership and coordination across UC Irvine Health Affairs, encompassing the Susan & Henry Samueli College of Health Sciences and UCI Health. Under the direction of the Vice Chancellor for Health Affairs, the office advances a vision that brings together research, education, and clinical care with a focus on collaboration, shared purpose, and meaningful impact. The office leads cross-enterprise initiatives, supports major projects and executive engagements, and ensures alignment of priorities across Health Affairs. Key functional areas include Strategy and Administration, Communications and External Relations, Operations, Events, and Capital Projects, and Scientific Affairs.

Reporting to the Chief of Staff and Associate Vice Chancellor for Strategy & Administration, the Business Operations & Project Specialist supports administrative operations and executive leadership within the Office of the Vice Chancellor, Health Affairs. The incumbent provides comprehensive executive support to the Chief of Staff, the Associate Vice Chancellor for Strategy and Administration, and other senior leaders within the office, while also serving as backup to the Executive Assistant to the Vice Chancellor as needed. Key responsibilities include complex calendaring, coordination of administrative logistics, and management of executive-level requests and shifting priorities. This role oversees daily administrative operations for both the office's on-site and virtual presence, including shared mailbox management, office correspondence, supply inventory, and overall operational support. This position is responsible for the financial operations portfolio of the office, including purchasing, reimbursements, honoraria, travel arrangements, and other related activities, ensuring compliance with institutional policies. Additional responsibilities include, independently managing small- to medium-scale administrative and operational projects and providing project support through scheduling, agenda preparation, meeting minutes, document development, executive briefings, and related support. The role also coordinates high-level meetings, conferences, and special events, including onsite event support when required. The ideal candidate demonstrates the ability to manage multiple priorities, exercise sound judgment, and maintain discretion when handling confidential and sensitive information. Strong organizational skills, attention to detail, and the ability to independently develop effective solutions are essential. This position operates in a hybrid work environment. Additional onsite responsibilities may be required and are driven by meetings, events, and coverage needs for the office.

Required:

• Familiarity with the organization's processes, protocols and procedures.
• Knowledge of federal regulations such as FERPA.
• Thorough knowledge of common organization-specific and other computer application programs.
• Solid analytical / problem-solving skills.
• Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization as well as the Office of the President and external constituencies.
• Strong service orientation.
• Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies, both verbally and in writing.
• Advising and counseling skills.
• Ability to multi-task with demanding timeframes.
• Ability to use high-level discretion and maintain a high level of confidentiality.
• Solid skills in problem identification.
• Bachelor's degree in related area and / or equivalent experience / training
• 5 Years of relevant job experience required

Total Rewards

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.

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
• Employment Misconduct*
• Legal Right to work in the United States
• Vaccination Policies
• Smoking and Tobacco Policy
• Drug Free Environment

*Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

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 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.

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.