Executive Assistant for the EVC/P Office (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 $56,400- $81,000.  The budgeted salary or hourly range that the University reasonably expects to pay for this position is $64,400- $75,000.

Initial applicant review will begin on or around January 29th, 2024. Posting will remain open until filled.

Remote/Hybrid eligibility: Hybrid, with a minimum of four days a week onsite. 

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.

The Executive Assistant to the Office of the Executive Vice Chancellor and Provost (EVC/P) reports to the Chief of Staff to the Provost. The EA supports the Chief of Staff, the Vice Provost for Academic Affairs and Strategy, the Executive Director of the Center Of Institutional Effectiveness, and the Assistant EVC/Provosts, for Finance and Administration and Academic Planning and Institutional Assessment. As needed, this position provides backup support to the Executive Assistant to the EVC/P and EVC/P directly. The EA provides professional expertise and ensures administrative processes and office operations run smoothly in the EVCP's office. The EA also demonstrates good judgment in selecting methods and techniques for obtaining solutions, develops and administers systems for managing information, projects, and communications throughout the unit; functions with a high degree of autonomy. This position collaborates and interacts with UC Merced senior leadership staff, faculty, administrators, students, and partners with other UC campuses and UCOP.

KEY RESPONSIBILITIES

• Oversees and ensures the daily administrative operations run smoothly for the EVC/P office. Functions as the gatekeeper, understanding the requirements of multiple executives to prioritize issues according to urgency and allocate time for scheduled events, travel, and meetings. Researches, compiles, and summarizes issues, policies, and topics; provides background information and briefing materials for the executives. Responds to inquiries from faculty, staff, students, and the public on behalf of the executives regarding organization operations, policies, and procedures. Investigates issues and problems; drafts and prepares responses to urgent requests. Coordinates heavy calendar management for five executives, including scheduling meetings and conferences on campus, off-campus, and virtual meetings. Handles travel, lodging, and reimbursement for executives based on UC policy and procedures. Serves as backup support to the EA for the EVC/P and the EVC/P directly as needed. Provides interim support to senior executives as needed and as capacity permits. 
• Participates in developing and implementing efficient and effective systems for managing information, projects, and communications to ensure accurate and timely responses. Briefs executives on deadlines and the status of pending issues. 
• Organizes ad hoc committees appointed by the executives on a broad range of issues. Prepares confidential reports for senior staff, systemwide, and other officials. Makes high-level contacts of a sensitive nature, internally and externally, requiring discretion and diplomacy. Prepares responses to urgent divisional requests on behalf of the executive. 
• Handles the details of a variety of matters on behalf of the executives. Implements related business processes. Prepares and tracks Human Resources-related actions for the EVC/P immediate office and assists reporting departments in recruitments, onboarding, reclassifications, and stipend requests. Serves on and assists in organizing hiring committees and executive searches. Tasks include partnering with UC Merced recruiters and external search firms, scheduling hiring committee meetings, tracking committee required training, reviewing and redacting resumes/CVs as needed, scheduling on-campus and virtual interviews, arranges on-campus room reservations and catering, arranging travel and lodging for candidates, and submit reimbursements for candidates. 
• Assists with campus-wide planning initiatives logistics, including scheduling work groups, participation in meetings as needed, engagement sessions, running activities, communications, and providing support as needed to planning leads.

EDUCATION and EXPERIENCE

• Bachelor’s degree from an accredited university in a related area, or equivalent experience/training. (Required)
• 3 years of directly related, progressively responsible experience in executive or administrative assistance, or an equivalent combination of experience / training. (Required)

CRITICAL KNOWLEDGE AND SKILLS

• Advanced knowledge of the organization's processes, protocols and procedures. 
• Knowledge of federal regulations such as FERPA. 
• Advanced knowledge of common organization-specific computer applications. 
• Strong 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. 
• Advanced service orientation. 
• Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies, both verbally and in writing. 
• Ability to multi-task with demanding timeframes and changing priorities. 
• Ability to use high-level discretion and maintain a high level of confidentiality. 
• Small to mid-level project management skills.

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 [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.