Administrative Officer 2 (On-site) Job Listing at University of California in Merced, CA (Job ID 67067)

Description

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 $27.00 - $39.38.  The budgeted hourly range that the University reasonably expects to pay for this position is Step 1: $27.00/hr.

Job Closing Date

Initial applicant review will begin on or around April 16, 2024. Posting will remain open until filled.

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

Remote/Hybrid eligibility: This position is fully on-site. 

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

Uses applicable knowledge and experience to provide administrative support to multiple departments within a division responsible for specialized safety programs. Under general supervision from the Business Operations Manager, provides student hiring recommendations and evaluates student performance; has responsibilities involving coordinating meetings through complex calendaring analysis of problems equivalent to an entry-level analyst, which requires knowledge of basic principles of Fire and Emergency Management field; prepares reports; submits travel reimbursement documents, event recharge documents and orders office supplies in line with UC policy; performs document formatting and storage; assists with campus outreach; understands implications of work and makes recommendations for solutions; determines methods and procedures on new assignments; maintains confidentiality of documents and information contained within those documents.

KEY RESPONSIBILITIES

• Position responsibilities include but are not limited to the following: Provide direct administrative support to the Assistant Vice Chancellor for Public Safety and Chief of Police. Performs high level and complex administrative evaluation and analysis of documents, statistical information and more. Conducts initial engagement with regulatory organizations. Provides support to the overall department administratively.
• Answering dedicated telephones, confidential calls, coordinating and scheduling meetings through complex calendaring, create agendas and take meeting minutes, coordinating UCM personnel travel arrangements and preparing inter-office and outside departments/agencies letters of correspondence, presentation and training materials as well as preparing non-routine communications. This position is required to function independently and work with minimal oversight by determining procedures, methods and policy application plus, performing multiple tasks at the same time, prioritizing workload as deadlines shift and maintaining confidentiality.
• Provides direct and in-direct oversight of student employees. May be responsible for scheduling and directing of work.
• This position provides administrative support to Police Department and Emergency Management Department. Performs community education/engagement presentations. Works with manager in oversight of department budget, expense, invoicing, and budget planning. Assist the AVC & Chief of Police with confidential matters in support of campus mission and needs.
• This position collects, compiles, and enters data; builds graphics and summarizes the issues for department leadership; interprets and applies program specific regulations as necessary; manages work with program-specific software; manages spreadsheets often with multiple worksheets, proofreads, edits reports and other written documents for spelling, grammar, punctuation, and document content consistency, provides analysis of potential problem areas as directed.
• This position is responsible for reviewing, processing and submitting travel expense claims, procurement card purchases, invoice Processing, and event recharges in line with UC Merced (UCM) policies and procedures; will inventory general office supplies/equipment and submit replenishment purchase requests for supplies and equipment as necessary; coordinate with UCM Facilities Management and Office of Technology for office spaces and equipment maintenance repairs; will work with department management to provide updates/review/revision of department website(s) as necessary in order to better communicate organizations mission, requiring substantive knowledge of organization's goals with the UCM campus community.
• This position will train and serve as back-up to an Administrative Assistant II which includes overseeing campus live scan, campus lost and found, providing full front office services including greeting and accessing walk-ins related to police service needs; is responsible for initial in-take of police complaints.
• This position will have other duties as assigned.

Qualifications

EDUCATION and REQUIREMENTS

• High school diploma and/or equivalent certification/experience/training.
• Bachelor's degree in related area. (Preferred)
• 5 years of related experience.

CRITICAL KNOWLEDGE AND SKILLS

• Possess thorough knowledge in administrative procedures and processes including managing multiple calendars through MS Outlook, familiarity with Microsoft Word/Excel and Adobe Acrobat software.
• Possess good verbal and written communication skills, active listening, critical thinking, multi-task and time management skills.
• Possess knowledge of UC Merced student hiring practices and preparing student employee performance evaluations. (Preferred)
• Possess basic knowledge of Police Department and Emergency Management program elements and operational principles. (Preferred)
• Possess experience maintaining confidentiality related to maintaining secure documents and the confidentiality of their content.
• 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.
• Ability to use discretion and maintain confidentiality.

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 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/

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       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. 

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