Administrative Officer - School of Engineering (Hybrid)

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 full salary range for this position is STEP 1: $27.00- STEP 18: $39.38  The budgeted salary or hourly range that the University reasonably expects to pay for this position is STEP 1: $27.00. 

Initial applicant review will begin on or around June 5th, 2024. Posting will remain open until filled.

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

This position will be hybrid with a majority onsite presence of around 2 – 3 days per week.

This position is career contingent upon funding with 3.5 years of guaranteed funding. 

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.

Under the supervision of the Director of the Admin/Operational Services and working with the Sr. Exec Assistant Dean/Chief of Staff in the School of Engineering, the Admin Operations Officer (AO2) serves as a unit leader who provides comprehensive coordination and execution of administrative operations for the Director, and the other unit leads in the school. The Admin Operations Officer 2 will serve as a lead point of contact for department chairs, faculty, students, and staff, referring parties to the appropriate resources, and will serve as a liaison to work collaboratively with the community and other campus units. The individual will have to have strong evaluation and discernment capacities and the ability to plan, monitor, and assess progress and outcomes. The School/Department AO2 will be a self-motivated individual with strong interpersonal skills and the ability to prioritize and manage a variety of complex projects simultaneously with accuracy and detail in an environment with changing priorities and deadlines. The incumbent must have knowledge of, appreciation of, and experience working with a diverse population of colleagues, including student, staff, and faculty populations. This position requires excellent communication skills, both written and oral, organizational skills, customer service skills, as well as an understanding of etiquette when dealing with a diverse university constituency at various levels of the university. 

The position will be customer-focused and characterized by a high degree of collaboration and coordination. The incumbent is an important member of the administrative and operational services unit, where teamwork is an essential part of the workplace's success. This position will function as a unit lead by assigning and training the Department Specialist and Front Desk Clerk. They will participate in the development and revision of standard operating procedures and guidelines. Assess and recommend changes to maintain compliance with federal and state requirements and internal policies. The position requires balancing multiple, often simultaneous, activities and the ability to prioritize work to ensure that tasks are completed on time.

KEY RESPONSIBILITIES

• Personnel Function: Supports faculty search committees: Oversees the academic recruitment process and assists search committees with search plan, posts recruitments to AP recruit, obtains funding approvals, and places internal and external advertisements. Works with the Central Academic Personnel office to ensure posting adheres to UC Policies. Coordinates campus visits through a selection of final candidates. Collects data and information from multiple sources and prepare complex reports as needed. Participates in the development and revision of standard operating procedures and guidelines. Oversees the undergraduate hiring process for the school of engineering, including all academic departments. Will collaborate with payroll and student employment services to post recruitments for student appointments, submit paperwork for hiring, separation of appointments, reclassifications, and fund changes. Coordinates funding requests with contracts and grants SoE Financials, and other fund managers. Works with the Office of Financial Aid and Scholarships to obtain allowed federal work-study appointments and tracks FWS balance and appointments. 
• Finance and Operations Administration: Working under the direction of the School Financial team, query and run monthly general ledger financial reports and distribution of personnel expenditure reports for the school department accounts, including but not limited to faculty/staff personnel, instructional, capstone, and grad group funds. Provides preliminary reconciliation of personnel and non-personnel expenditures, including ensuring electronic financial backup documents are maintained and archived in the reconciliation box folder. Responsible for monthly review and analysis of general and instructional accounts, ensuring balanced ledgers, review of cost allowability, preparation of both payroll (direct retros) and nonpayroll cost transfers (n-pct), assisting with transfer of funds, interlocation transfer of funds, and journal entries in cooperation with the SoE financial team. Complete Smart View ad-hoc department monthly financial reports, projections/forecasts, cost transfers, direct retro/payroll transfers, budget requests, interlocation transfer of funds, reconciliation, closeout, and fiscal close for department funds. 
• Event Coordination and Admin Support: Oversight of event coordination for all departments within the school, not limited to event planning and logistics for conference room and equipment reservations, scheduling of on and off-campus facilities, catering, and distinguished guest's travel arrangements while interacting with other campus units such as Marketing and Conference Services (Auxiliaries-Housing unit), Campus Communications, Risk Management, CBS2, Central Travel, and SoE Financials. Working directly with CBS2, and Central Travel and adhering to UC Travel and entertainment policies, expedite and streamline coordination and processing of travel and entertainment reimbursements for department chairs and distinguished speakers and guests. 
• Administrative Support: Works closely with the front desk administrative assistant and school on programs, events, and activities coordinating administrative services. Room scheduling, set-up, travel arrangements, reimbursements, parking, catering, and other special needs. Manages and maintains files and records for the operational services unit. Will assist the unit with departmental meeting support, scheduling, agendas, and meeting minutes. Performs financial duties as assigned, including but not limited to departmental purchasing, reconciliation, change orders, invoicing, and ProCard processing. Data entry is in Service now for purchasing requests and invoices. Lock & Access Coordination: Determines lock and access for all constituents in the School - faculty, students, and staff. Coordinate CatCard access for the School overall and for department chairs as directed. Ensures that those needing access have taken the proper training. Will oversee the key issuance process. 
• Leads the SOE Department Specialist and the Front Desk Administrative Assistant. Assigns and distributes work, provides training, and troubleshoots issues and questions escalated by these employees. Reviews quality of work and provides feedback to the Department Specialist Supervisor regarding employee performance. Provides guidance and interpretation to departmental and campus policies and procedures and develops training as necessary.
• Other duties and special projects as assigned.

EDUCATION and EXPERIENCE

• High School Diploma, General Equivalency Degree (GED), or High School Equivalency Diploma (HSED) or equivalent. (Required) 
• Bachelor's degree from an accredited university in Business Administration, Business Management, or a related area. (Preferred)
• Five (5) years of 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)

CRITICAL KNOWLEDGE AND SKILLS

• Ability to use sound judgment in responding to issues and concerns. 
• Solid communication and interpersonal skills to communicate effectively with all levels of staff, faculty and students verbally and in writing. 
• Ability to research and analyze information to formulate/implement solutions for improvement. 
• Familiarity with the academic setting. 
• Demonstrated ability to maintain the highest level of tact and diplomacy in interactions with faculty, colleagues, and students. 
• Knowledge of a variety of administrative operational activities such as event planning, academics planning, risk management, accounting and records retention regulations and guidelines. 
• Ability to use discretion and maintain confidentiality.

Background check 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 [email protected].

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/

This position is eligible for the UC Merced Employee Referral Program (ERP). If you were referred by a UC Merced employee, please identify that employee by name in your application as follows:

Step 5 of 7    (on the application)               Referrals          

How did you hear about the job?               (select) “other”

Additional information?                             (select) “other”

Specific Referral Source?                         (write in) first and last name of referring employee  

Referring employee MUST be named on application for eligibility.