Administrative Support - Community and Labor Center (Hybrid) Job Listing at University of California in Merced, CA (Job ID 66481)

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:$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.

Job Closing Date

Initial applicant review will begin on or around April 1st, 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 a Hybrid role with a percentage of the time remote and on-site along with a flexible work arrangement, which includes a non-standard work schedule.

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

The Community and Labor Center Administrative Support performs center administrative services. Working under the supervision of the Administrative Coordinator, the Administrative Support provides assistance to the center's administrative unit. This includes process coordination, purchasing, facility management, and event coordination for center-wide and project-specific activities. Assists with staff training. The Administrative Support also arranges travel, reviews, and processes invoices and reimbursements, and processes donations and income received. The Administrative support also coordinates projects and communication with the University, facilities, vendors, and contractors and provides recommendations to the Administrative Support. Manages administrative support for the center's meetings and events. Interfaces with the public, constituency groups, university faculty, staff, and students. Other duties and responsibilities are assigned as needed by the Administrative Coordinator.

KEY RESPONSIBILITIES

Finance and Operations Administration:

• Query and run monthly general ledger financial reports and distribution of personnel expenditure reports for the department accounts, including but not limited to faculty/staff personnel. 
• Provide 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, assisting with transfer of funds, interlocation transfer of funds, and journal entries in cooperation with the CLC 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. 

Process Coordination and Purchasing:

• Process paperwork for business requests and inquiries, including; purchasing, travel reimbursement/arrangements, and ad hoc reports. 
• Responsible for interpreting each request to determine the proper handling of it, whether it needs to be escalated to an expert, handled personally, or assigned to another. 
• Provide superior customer service while processing all requests and resolving any issues timely and professionally. 
• Function as a resource on administrative issues and vendor concerns. 
• Order appropriate equipment and supplies for general center use and special projects.
• Submit new vendor setup requests and corrections to existing vendors to Accounts Payable. 
• Process, maintain, and submit records for all center procurement card payments. 
• Receive and process all income and donations for general center and project-specific funds. 
• Assist with financial training and serve as a backup for any other administrative staff.
• Maintain accurate documentation of orders and reimbursements.

Facility Management: 

• Interface with IT Staff to provide support for computer and network issues. 
• Manage center office space. 
• Under the supervision of the academic coordinator, works with vendors and organizations for any general office maintenance. 
• Maintain and manage office space, including the configuration of office space and oversight of vendors and contractors regarding repairs, renovations, and maintenance. Manage and maintain center calendar for staff and all visiting organizations' events. 

Event Coordination: 

• Manage and maintain the center calendar for staff and all visiting organizations' events. 
• Support the administrative coordinator with special events, meetings, and conferences; reserve event sites, room arrangements, catering, parking, vendors, and suppliers. 
• Serve as a contact for event participants and speakers regarding travel arrangements and reimbursements. 
• Manage requests, acquire, and distribute appropriate supplies and equipment for events and conferences. 
• Serve as first point of contact for all-staff meetings and events.

Qualifications

EDUCATION and EXPERIENCE

• Bachelor's degree from an accredited university in Accounting, Business Administration, Management, and Research Administration or related field, or equivalent experience/training. (Required)
• Master's Degree from an accredited university in Accounting, Business Administration, Management, and Research Administration or related field. (Preferred)
• One year of directly related, progressively responsible experience providing administrative support, project management, and/or supervisory experience, or five years of education and experience as outlined. (Required)

CRITICAL KNOWLEDGE AND SKILLS

• Interpersonal skills to interact sensitively and to establish and maintain positive relationships with colleagues, students, community members, workers, vendors, and outside organization officials and staff from diverse social, cultural, and educational backgrounds. 
• Ability to establish and maintain cooperative working relationships with staff, campus personnel, community persons, and students to produce quality group work. 
• Ability to perform duties independently, with minimal supervision, and with a great degree of accuracy, meeting established deadlines, working effectively under continual interruptions and heavy workload. 
• Skill in setting goals and priorities that accurately reflect the relative importance of job responsibilities when faced with fluctuating workloads and competing deadlines. 
• Skill in performing work in accordance with established policies and procedures with attention to detail. 
• Ability to maintain strict confidentiality regarding sensitive issues. 
• Ability to work a flexible schedule, as dictated by operational needs. 
• Working knowledge of computers and Microsoft Office programs; excellent typing speed and accuracy; design, layout, and database skills adequate to produce reports, flyers, letters, articles, and databases. 
• Familiarity with Community and Labor constituency groups, issues, and projects. (Preferred)
• Excellent skills in oral and written communication to convey information in a clear, concise way, synthesizing information and presenting it to others, including public presentations. (Preferred)
• Skill in writing business correspondence, analytical reports, publicity, procedural manuals, and evaluation instruments to convey simple and complex information to others. (Preferred) 
• Skill in supervising personnel and student workers, including training and delegating responsibility to maximize effective performance and stimulate growth and expertise in their positions. (Preferred) 
• Some fluency in Spanish, including oral interpretation. (Preferred) 
• Ability to troubleshoot computer/network problems in the absence or with the help of IT Staff. (Preferred) 
• Experience in coordinating with offices of elected officials to arrange meetings and events. (Preferred) 
• Solid organizational skills and ability to multi-task with demanding timeframes. (Preferred)

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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