Administrative Officer

The University of California, Merced is required to provide a reasonable estimate of the compensation range for this role. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The budgeted salary or hourly range that the University reasonably expects to pay for this position is STEP 1 of CX represented position is $27.00/per hour.

Initial applicant review will begin on or around August 3rd, 2023. Posting will remain open until filled.

This position is represented by the bargaining unit Clerical & Allied Services — CX Teamsters Local 2010.

Remote/Hybrid eligibility: This position is 100% on-campus with possibility of hybrid following SSHA internal guidelines of work modality.

The University of California, Merced, is the newest of the University of California system's 10 campuses and the first American research university built in the 21st century. With more than 9,000 undergraduate and graduate students, UC Merced offers an environment that combines a commitment to diversity, inclusion, collaboration and professional development. With bachelor's, master's and doctoral degree programs, strong research and academic partnerships, and community involvement, the UC Merced campus is continually evolving and requires talented, knowledgeable and dynamic educators, researchers, management and staff.

Ranked among the best public universities in the nation by U.S. News and World Report, UC Merced is uniquely equipped to provide educational opportunities for highly qualified students from the San Joaquin Valley and throughout California. The campus enjoys a special connection with nearby Yosemite National Park, is on the cutting edge of sustainability in construction and design and supports the economic development of Merced and the region.

The Merced 2020 Project, a $1.3 billion public-private partnership unprecedented in higher education and completed in 2020, nearly doubled the physical capacity of the campus, enhancing academic distinction, student success and research excellence. UC Merced also operates the Downtown Campus Center, a $33 million, three-story administrative building located in the heart of Merced.

The university’s mission of educational excellence and rigorous inquiry is powered by three schools and numerous research institutes and centers that seek scientific and social solutions for the Valley, California and the world. In partnership with UC San Francisco, UC Merced is preparing the way for a rigorous medical education program.

The course of UC Merced’s evolution is piloted by a long-range strategic plan. Enacted in 2021, the 10-year blueprint is guiding how the values of equity and justice influence our pathway to earning Carnegie R1 research status, growing enrollment, upholding our identity as a minority-serving institution, and operationalizing how commitments to equity, diversity and inclusion are enacted in each campus unit.

Administrative Officer is the only operation position and thus, a critical position for the School of Social Sciences, Humanities and Arts (SSHA). As a seasoned, experienced administrative operations professional, plans, administers, and coordinates the daily operations of the school under the direction of the Assistant Dean of Finance and Administrative Operations & Chief Administrative Officer (CAO). Assist the Assistant Dean of Finance and Administrative Operations by overseeing the daily operations in the areas of Finance, Procurement, Facilities, and Information Technology. Provides direction to staff and faculty under the direction of the Assistant Dean of Finance and Administrative Operations. Uses professional concepts to apply organization policies and procedures to oversee a variety of ongoing administrative operational issues. Analyzes and resolves operational problems of moderate scope. Direct supervision of student staff who provide direct administrative support to all 160+ senate faculty and 32+ staff. This position will be problem-solving as appropriate on a range of administrative issues; manage school lock and access needs in collaboration with Lock & Access. Collaborate closely with Assistant Dean of Finance and Administrative Operations to analyze and resolve operational issues and challenges.

KEY RESPONSIBILITIES

• Provides reconciliation of the Dean’s accounts (operational, summer revenue, IDCR, surplus) and maintains the budgetary records in consultation with the Assistant Dean of Finance and Operations & Chief Administrative Officer (CAO). Processes financial transactions, and analyses and summarizes financial and related reports. Follows up on financial discrepancies in consultation with Accounting and the Budget Office. Will work independently to create financial projections and present recommendations while identifying and analyzing trends and budgetary impacts to the attention of the Assistant Dean of Finance and Administrative Operations & CAO. Manages the gift and endowment accounts that were awarded to the school. Assist in encumbrances and with Fiscal Close activities. Interacts with the Financial Aid Office for the allocation of Federal Works Study Program slots to the school. Assist in the implementation of the new model of Student Credit Hours Instructional Budget in SSHA. Provides approvals as a co-CAO on IT ServiceNow on telecommunication services such as mobile phones, VOIP orders, changes on data plans, transfer of financial responsibility, international plans, and software requests. Monitors UCM mobile usage that affects the campus telecommunication charges.
• The Administrative Officer will serve as a liaison to campus central services for purchasing, travel, and OIT. Manages a range of administrative operations related to the smooth function in the SSHA Dean’s office. Procures equipment and supplies, coordinates with facilities for the Dean’s office.
• Supervises 4 to 5 student employees. Independently selects, trains, and assigns duties. Ensures accuracy, quality, and timeliness in the completion of clerical and administrative duties. Assures staffing of SSHA reception office during open hours and at campus events. Plans, coordinates, and collaborates on the implementation of a variety of meetings, and activities. Represents SSHA on workgroups and committees. Maintains and updates website consistent with UCM communication standards. Provides direct support to the Assistant Dean of Finance and Operations & CAO, including on matters related to the calendar and meeting schedule. Prepares school correspondence, workflows that reflect the internal and campus processes. Develops and revises the standard operating procedures and guidelines.
• Equipment Management: Maintains the organizations' equipment inventory (theft sensitive and high valued) and is the primary liaison on equipment management and participates in audit reviews on SSHA's equipment assets worth $5,000 or more and will assist with compliance of UC and UCM policies.
• Other duties as assigned.

EDUCATION and EXPERIENCE

• High School Diploma, General Equivalency Degree (GED), or High School Equivalency Diploma (HSED) or equivalent, and five (5) years administrative/clerical work experience, or the equivalent years of work experience which have led to the development of the skills, knowledge, and abilities essential to the successful performance of the duties assigned to the position is required. (Required)
• Bachelor's degree in related area and one year of directly related, progressively responsible experience, or five years of equivalent experience/training. (Preferred)

• Ability to use sound judgment in responding to issues and concerns.
• Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing.
• Solid organizational skills and ability to multi-task with demanding timeframes.
• Working knowledge of common organization-specific and other computer application programs. (Preferred)
• Ability to use discretion and maintain confidentiality.
• Ability to use sound judgment in responding to issues and concerns.
• Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing.
• Solid organizational skills and ability to multi-task with demanding timeframes.
• Working knowledge of common organization-specific and other computer application programs. (Preferred)
• Ability to use discretion and maintain confidentiality.

Background check and fingerprinting will be required.

How to Apply:
An online application is required for each position to apply.The University of California, Merced is aware that some web-based application processes may be cumbersome for differently abled applicants. Where appropriate, alternative accommodations will be provided. For applicants with disabilities who need additional assistance using TAM, or reasonable accommodations during the interview or search process, please contact ucmjobs@ucmerced.edu.

Equal Employment Opportunity:
The University of California, Merced is an Equal Opportunity/Affirmative Action employer advancing inclusive excellence. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, national origin, citizenship, sex, age, marital status, sexual orientation, gender identity or expression, disability, pregnancy, or status as a disabled veteran or Vietnam-era veteran, or other protected categories covered by the UC Nondiscrimination and Affirmative Action Policy. UC Merced intentionally promotes and maintains a discrimination- and harassment-free workplace by demonstrating it neither condones nor tolerates employment practices that discriminate against or harass any person or specific group of persons on the basis listed above. We seek candidates who will support our vision to cultivate a vibrant, equity-minded, inclusive excellence university community. When applying to UC Merced, we strongly encourage you to reflect on our Principles of Community and our 2021 strategic plan.

Vaccination Program Policy:

As a condition of employment, you will be required to comply with the University of California SARS-CoV-2 (COVID-19) Vaccination Program Policy. All Covered Individuals under the policy must provide proof of Full Vaccination or, if applicable, submit a request for Exception (based on Medical Exemption, Disability, and/or Religious Objection) or Deferral (based on pregnancy) no later than the applicable deadline. For new University of California employees, the applicable deadline is 14 days after their first date of employment.

Smoke and Tobacco Free Policy:
The University of California, Merced is a smoke and tobacco free workplace. Information and the Smoke and Tobacco Free policy is available at http://smokefree.ucmerced.edu.

E-Verify:
All employers who receive Federal contracts and grants are required to comply with E-Verify, an Internet-based system operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA). E-Verify electronically verifies employment eligibility by comparing information provided on the I-9 form to records in the DHS and SSA databases. Certain positions funded by federal contracts/subcontracts requires UC Merced to notify job applicants that an E-Verify check will be conducted and the successful candidate must pass the E-Verify check.

Pay, Benefits & Work Schedule:
For information on the comprehensive benefits package offered by the University of California visit: http://ucnet.universityofcalifornia.edu/compensation-and-benefits/