Administrative Assistant

Administrative Assistant

Req ID: 146725
Location: Irvine, California
Division: VC Health Affairs
Department: Stem Cell Research Center
Position Type: Full Time
Salary Range Minimum: USD $29.40/Hr.
Salary Range Maximum: USD $42.14/Hr.

Who We Are

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.

The department is a research-focused academic unit at University of California, Irvine dedicated to advancing scientific discovery and training the next generation of researchers. The unit conducts interdisciplinary research, secures competitive external funding, and actively disseminates findings through publications, conferences, and public outreach. It fosters a collaborative, inclusive environment that values excellence in research, mentorship, and engagement with the broader scientific community.

Your Role on the Team

Maintaining and updating our UCI lab website. This will involve 1) interacting with lab members to summarize major new scientific findings and present them in a format that can be easily understood by the public. 2) Adding hyperlinks to publications and related scientific communities and organizations. 3) Capturing and updating lab group pictures. 4) Posting about recent grants, awards, presentations, or publications from lab members.

Maintaining and updating our lab social media accounts. This will include posting updates and pictures to our lab Twitter and BlueSky accounts related to recent lab achievements including new grants, papers, and presentations.

Arranging travel. The employee will coordinate with the principal investigator and invite institutions to make all travel arrangements for their invited talks and conferences. This will include reserving flights, hotels, and rental cars as needed and then promptly filing all paperwork needed for reimbursement requests.

Lab fundraising. Coordinate with UCI's Development Officers to facilitate lab related fundraising efforts and events.

Scheduling. The employee will coordinate with the principal investigator and other scientists in the lab to schedule group meetings and online discussions with colleagues and collaborators. This will include setting up calendar surveys and reserving meeting rooms and scheduling Zoom meetings.

Ordering. The employee will assist the lab manager with requesting quotes and placing orders for lab related supplies and equipment. This includes maintaining a detailed record of orders and expenses for budgeting purposes.

What It Takes to be Successful

Required:

• Strong written and verbal communication skills, with the ability to translate complex scientific concepts into clear, accessible language for public audiences.
• Experience managing websites and social media platforms, including drafting professional announcements and updates.
• Ability to coordinate travel arrangements, meetings, and events with careful attention to detail and deadlines.
• Ability to manage multiple projects simultaneously and prioritize tasks in a fast-paced research environment.
• Strong organizational skills and ability to maintain accurate records of purchases, expenses, and documentation.
• High school diploma or equivalent experience
• Experience coordinating travel arrangements, meetings, and events.
• Experience tracking expenses, processing reimbursements, or assisting with purchasing and budgeting activities.
• Experience coordinating travel arrangements, meetings, and events.