Administrative Officer (VISTA)(Onsite)
: Job Details :

Apply for Job Job ID 73418 Location Merced Full/Part Time Full Time Add to Favorite Jobs Email this Job Hiring Range

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: $28.13- STEP 18: $41.03. The budgeted salary or hourly range that the University reasonably expects to pay for this position is STEP 1: $28.13.

Job Closing Date

Initial applicant review will begin on or around October 15th, 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 is fully on-site.

This position is career contingent upon funding with an expected end date of September 30, 2026.

About UC Merced

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.

About the Job

Under the supervision of the Center Manager for the Valley Institute for Sustainability, Technology, and Agriculture (VISTA), the Administrative Officer 2 (AO2) will provide high-level administrative support and coordination for programs and projects associated with the Associate Vice Chancellor for Interdisciplinary Research and Strategic Initiatives in the Office of Research and Economic Development (ORED) and related entities as part of the VISTA business operations team. The incumbent is expected to utilize initiative, judgment, and discretion in researching, analyzing, and compiling necessary background information to assist management in addressing a wide variety of complex issues. This role also involves drafting correspondence on behalf of executive leadership and applying problem-solving techniques to resolve various situations.

The AO2 must have strong evaluative and discernment abilities and experience working with a diverse population, including students, staff, and faculty. Essential duties include excellent oral and written communication skills, organizational abilities, customer service, and an understanding of university etiquette.

This customer-focused position requires heavy collaboration and coordination with the business operations team. As the principal calendar support for the Associate Vice Chancellor and/or VISTA F3 Senior Program Manager, the AO2 will respond to a wide variety of inquiries from faculty, staff, students, the public, and the highest levels of UC Merced, including Campus and University administration and the Chancellor's office, through verbal and written communication. Familiarity with UC policies and procedures is essential for reviewing forms that require executive leadership approval. Additionally, the AO2 will assist the business operations team with daily tasks such as travel arrangements, reimbursements, correspondence preparation, event logistics, and coordination. The AO2 will also work closely with the Center Manager on personnel actions and academic appointments as needed. The position requires the ability to balance multiple, often simultaneous, activities and to prioritize tasks to ensure timely completion.

KEY RESPONSIBILITIES

Personnel Functions and Activities

• Oversee the undergraduate hiring process for VISTA Business Operations and its servicing units. This includes collaborating with payroll and student employment services to post recruitments for student appointments, submitting paperwork for hiring and separation, processing reclassifications, and managing fund changes. The role also involves coordinating funding requests with various stakeholders, including but not limited to the VISTA & AES Financial Analyst, the Contracts and Grants Office, the School of Engineering (SoE) Financials, and other fund managers on campus. Additionally, work with the Office of Financial Aid and Scholarships to process undergraduate stipends, and track student appointments and payroll service transactions.
• Work closely with the Center Manager to provide backup support and assistance with the academic recruitment process and onboarding for academic appointments, such as Postdoctoral Scholars, Academic Coordinators, and Researcher positions. Responsibilities include posting recruitments on AP Recruit, obtaining funding approvals, and placing internal and external advertisements as needed. Additionally, update Box folders and trackers as required, manage onboarding communications, and coordinate with facilities to initiate access requests and office key distribution.

Finance and Business Operations

• Working as part of the VISTA business operations team, oversee a wide range of financial and business transactions for the center. This includes processing paperwork for various requests and inquiries, such as purchasing and travel reimbursements/arrangements. Additionally, provide reconciliation of both personnel and non-personnel expenditures, ensuring that electronic financial backup documents are maintained and archived in the reconciliation Box folder.

Event Coordination

• Provide oversight of event coordination in close collaboration with administrative assistants. Responsibilities include planning and logistics for the activities associated with VISTA and related entities. Tasks involve conference room scheduling, equipment reservations, catering, and coordinating on- and off-campus facilities and guest travel arrangements, while working with various campus units such as Marketing and Hospitality Services, Facilities, Campus Communications, Risk Management, Central Travel, CBS2, and financial departments.
• Work directly with CBS2 and Central Travel to ensure adherence to UC travel and entertainment policies, streamlining the coordination and processing of travel and entertainment reimbursements for department chairs, distinguished speakers, and guests.

Facility Management

• Manage lock and access requests and coordination. Determine lock and access needs for center constituents, including new hires, staff, and academic personnel. Coordinate CatCard access, submit access requests, and ensure that individuals requiring access have completed the necessary training. Additionally, oversee the key issuance process.

Executive Administrative Support

• The position provides high-level administrative support to the Associate Vice Chancellor of Research, Innovation and Economic Development, Professor, Civil & Environmental Engineering. Responsibilities include managing a highly complex calendar, responding to inquiries as needed, and providing information and recommendations on various requests from donors and community members. The role involves interacting with campus partners, including members of the executive leadership team, and assisting with all meeting preparations. The role will maintain the highest level of confidentiality when handling sensitive information and documents, and demonstrate a strong commitment to safeguarding confidential information and maintaining privacy at all times.
• Additionally, the position handles travel arrangements and reimbursements for the AVC, prioritizing issues according to urgency and managing time allocation for scheduled events, travel, and meetings. The role also provides administrative support for the departmental initiatives and meetings, such as staff meetings and retreats. This position develops and maintains a process for tracking constituent interactions, ensuring timely data entry into the database, and maintains accurate contact information for constituents by communicating any changes

Qualifications

EDUCATION and EXPERIENCE

• High school diploma and/or equivalent certification/experience/training 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, Finance, Accounting, or a related area. (Preferred)
• Five (5) years administrative/clerical 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. Degree is preferred but may not substitute for the required years of experience. (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 verbally and in writing.
• Demonstrated ability to maintain the highest level of tact and diplomacy in interactions with faculty, colleagues, and students.
• Ability to research and analyze information to formulate/implement solutions for improvement.
• 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.
• Familiarity with an academic setting.

Background Check

Background check will be required.

Policy Statement

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 ...@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

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:

Employee Referral Program

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.