Executive Assistant 3 (Limited)

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: $33.44 - Step 13: $42.40. The hourly range the University reasonably expects to pay for this position is STEP 1: $33.44.

Remote/Hybrid eligibility: Hybrid, 4 days On-Site, 1 day Remote.

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

Please note: This is a temporary position.

The University of California, Merced, is the newest of the University of California system's 10 campuses and one of the youngest universities to be designated an R1 research university. With approximately 9,100 undergraduate and graduate students, UC Merced is a smaller, more intimate campus compared to its sister campuses, while equipped and staffed as a cutting edge, 21st century research institution. With bachelor's, master's and doctoral degree programs, strong research and academic partnerships and a growing community in the heart of the San Joaquin Valley, the UC Merced campus is continually evolving and requires talented, knowledgeable and dynamic educators, researchers, management and staff.

Ranked in the top 30 among the best public universities in the nation by U.S. News and World Report and #1 for social mobility by the Wall Street Journal, UC Merced is uniquely equipped to provide world class educational opportunities to dynamic and enterprising students in the Valley and throughout the state. In partnership with UC San Francisco, UC Merced has launched a rigorous medical education program that will supply the Valley with culturally competent providers dedicated to improving local access to quality care. The campus enjoys a special connection with nearby Yosemite National Park, is on the cutting edge of sustainability in construction and design and is accelerating the continued economic development of the region.

The Executive Assistant is responsible for all administrative aspects for the External Relations Leadership Team. The incumbent determines the administrative and operational procedures, and selection of methods for performing the administrative responsibilities. Prepares reports, writes drafts, makes recommendations, and participates in long-range planning for clerical/administrative needs within overall goals of External Relations. The incumbent will also provide support to the executive support team across multiple areas and requires the ability to multi-task to meet competing deadlines effectively. Schedules, coordinates campus visits and meetings for executives with external stakeholders, invites internal participants and prepares briefing information on the purpose and goals of the visit, handles logistics involving multiple parties, receiving limited direction. Determines special room and equipment needs. Responds to last-minute requests.

KEY RESPONSBILITIES

• Directs the daily administrative operations of the External Relations Leadership Team and provides administrative support to other units as needed. Maintains the daily calendar of internal and external appointments, which may require negotiating time and place; creating and maintaining complex spreadsheets including formulas, pivot tables, and similar functions. Makes travel arrangements; negotiates with hotels, et cetera. for best logistical arrangements for rooms, coordinating/submitting purchasing requests, and submits expense reports in a timely manner. Making contact with external constituents of the campus and handling contact of a sensitive nature with discretion and timeliness. Provides administrative support to these positions as it relates to their roles. Determines the administrative and operational procedures, selection of methods for performing the administrative responsibilities. Prepares reports, recommendations and participates in long-range planning for clerical/administrative needs within overall goals of External Relations.
• Functions as the gatekeeper, understanding the requirements of the External Relations Leadership Team, in order to prioritize issues according to urgency and to allocate time for scheduled events, travel, and meetings. Greets campus visitors and dignitaries and coordinates logistics for meetings, staff meetings, retreats, and donor visits, including scheduling, preparing briefing information on the purpose and goals of the visit or meeting, handling logistics involving multiple parties, receiving limited direction. Determines special room and equipment needs. Responds to last-minute requests and changes, such as additional guests or parking needs; reschedules with tact when cancellations arise. Answers and handles telephone calls and main phone lines for the department. Assist with special events, which may include nights and weekends.
• Working with the Chief of Staff develops PowerPoint slides, presentations, and briefing material for the Vice Chancellor and other senior leaders. Prepares meeting minutes and reports for division meetings.
• Provides input and assistance ensuring that financial processing functions, including purchases, travel, and entertainment expenses, are performed with accuracy and that daily operations run smoothly. This shall include follow-up with the CBS2 team in providing information to move purchasing, travel, and entertainment transactions forward for the Division. May include other duties as assigned.

EDUCATION and EXPERIENCE

• High school diploma and/or equivalent certification/experience/training.

AND

• 5 years of directly related experience as an executive or administrative assistant, or equivalent experience/training.

CRITICAL KNOWLEDGE AND SKILLS

• Thorough knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.
• Requires good verbal and written communication skills, active listening, critical thinking, multi-task and time management skills.
• Requires interpersonal and work leadership skills to provide guidance to other nonexempt personnel.
• Strong skills in analysis and complex problem-solving.
• Experience managing a highly complex and dynamic calendar and making travel arrangements.
• Ability to use independent judgement in responding to issues and concerns that arise.
• Ability to use high-level discretion and maintain a high level of confidentiality.
• Strong skills to communicate effectively with all levels of staff, faculty, alumni/donors, students and external constituencies; both verbally and in writing.
• Strong attention to detail. Excellent organizational, analytical, prioritization, and interpersonal skills. Ability to multi-task with demanding time frames.
• Flexibility and adaptability in work schedule. Must be available to work occasional nights and weekends.
• Experience with Raiser's Edge database and UC Merced programs. (Preferred)

Background check 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 ucmjobs@ucmerced.edu.

As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

Equal Employment Opportunity:
The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories covered by the UC Anti-Discrimination Policy.

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/