SSHA Department Specialist (Hybrid)(2 Positions) Job Listing at University of California in Merced, CA (Job ID 69363)

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 STEP 1: $25.27- STEP: $35.90  The budgeted salary or hourly range that the University reasonably expects to pay for this position is STEP 1: $25.27.

Job Closing Date

Initial applicant review will begin on or around June 4th, 2024. Posting will remain open until filled.

These union positions are represented by the bargaining unit Clerical & Allied Services — CX Teamsters Local 2010.

We have two positions, one is Career and the other is Career contingent upon funding with an expected end date of 6/30/2027. 

These positions are hybrid. 

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 direction of the Division Manager in the School of Social Sciences, Humanities and Arts (SSHA), the Department Specialist will implement and maintain efficient local administrative/operational processes. The Department Specialist will be assigned to work with department faculty and chairs to support them in executing their responsibilities by providing events and administrative support, project management, and policy consultation. The Department Specialist is the point of support for multiple departments and may supervise student staff.

KEY RESPONSIBILITIES

• Administrative Operations: Manage department records and compile information/data into reports. Maintain and update the department and its auxiliary websites and social media accounts. Coordinate/schedule and facilitate department faculty meetings and other departmental meetings. Create meeting agendas and minutes. Create and disseminate surveys/internal votes and provide data analysis and reports. Hire student employees on behalf of the faculty. Collect and submit Independent Contractor packets for review. Update faculty leaves information. Ensure compliance with health and safety guidelines for the departments. Manage inventory and equipment for the department. Gather data to assist with course scheduling and grade submission tracking. Collect and archive syllabi for all courses, and manage desk copy ordering process for graduate students. Take meeting notes that record deliberations and actions needed for smooth functioning, especially in the transition between chairs. Provide follow-up and track the action items from meetings to ensure the items are completed. Keep track of dates and deadlines established by the campus. Assist with purchasing and travel for designated departments, including submitting reimbursement forms requested by faculty. Create and maintain spreadsheets and reports regarding departmental operations, purchasing, and travel. Provide support with scheduling room reservations and other meeting logistics, including administrative functions related to faculty recruitment. 
• Event Support: Plan, organize, and implement department faculty events, which may include symposiums, conferences, seminars, admission events, and banquets. Consult with clients on details regarding events and event planning. Plan and manage medium to moderately complex events involving guests from multiple locations such as other public institutions, research institutions, private sector, alumni, and interested donors. Identify potential event locations and vendors. Develop and coordinate guest lists. Perform resource analysis and develop an execution plan including ensuring funding is available. Ensure compliance with fire marshal and campus policies surrounding events when necessary. 
• Communications Support: Communicate (by email, zoom, teams, in-person, or phone) with central offices such as the Academic Personnel Office, Procurement, Space, Web management, Facilities, IT, Office of the Registrar, Human Resources, etc. The Department Specialist will field questions and connect with appropriate people within the schools and externally to convey information requested by the chair or to determine answers to the faculty and chair's questions. The Department Specialist will advise faculty and department chairs on the campus policies and procedures concerning campus business services and related systems. Manage communications for assigned department(s) and serve as the point of contact for the department(s). Answer questions related to campus business processes and departmental operations from external and internal clients (often researching the questions and/or contact other offices for clarification on rapidly evolving procedures). Communications may also include calls for information, submission, and collection of materials for a variety of processes. 
• Under the direction of the Division Manager, implement and maintain efficient local processes. May supervise student staff. The Department Specialist will be the point of contact for their designated departments and will maintain an archive of documents, flyers, brochures, and other related print and digital material for their designated departments.
• Other duties as assigned.

Qualifications

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. (Preferred)
• Three (3) 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. (Required)

CRITICAL KNOWLEDGE AND SKILLS

• Working knowledge in administrative procedures and processes including word processing, spreadsheet and database applications 
• 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    (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. 

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