Dean's Office Assistant (Onsite)

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: $26.33- STEP 17: $37.41. The budgeted salary or hourly range that the University reasonably expects to pay for this position is STEP 1: $26.33

Initial applicant review will begin on or around December 4th, 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.

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.

The Dean's Office Assistant will be assigned to work with administrators and staff managers within the Dean's office as well as the School's Executive Committee to support them in executing their responsibilities by providing event and administrative support, project management, and policy consultation. The Dean's Office Assistant functions as a Department Specialist floater and is also responsible for the overall management of the Dean's Office suite reception desk and is the point of support for multiple managers and department staff in administering activities.

KEY RESPONSIBILITIES

Communications Support:

• Communicate (by email, in-person, or phone) with central/internal offices such as Academic Personnel, Procurement, Finance, Space, Web management, Facilities, IT, Registrar, Human Resources, etc. The DOO will field questions and connect with appropriate people within the schools to convey information requested by members of the Dean's Office, department staff, or external contacts/public to determine answers to their questions.
• The DOO will advise members of the Dean's Office, academic department staff, and external contacts on the campus policies and procedures concerning campus business services and related systems. The DOO will assist in managing communications for the Dean's Office and serve as a point of contact for the Dean's Office. The DOO will answer questions related to campus business processes and Dean's Office operations from external and internal clients (often, the DOO will need to research the questions and/or contact other offices for clarification on rapidly evolving procedures).

Office Management and Administrative Support:

• Manage records and compile information/data into reports. Coordinate/schedule the School's Executive Committee meetings and other Dean's office meetings as needed. Create meeting agendas and minutes. Create and disseminate surveys and provide data analysis and reports.
• Hire, train, and supervise student assistants each semester. Oversee and manage the front-desk operations and supervises student employees. Manage student employee schedules, provide training and guidance, assist with complex questions, de-escalates situations; may be required to provide front-desk coverage due to unforeseen student employee absences.
• Ensure compliance with health and safety guidelines for the Dean's Office. Manage supply inventory within the Dean's Office suite. Receive, sort, record, and disburse faculty, staff, and grad student postal mail for the School. Take meeting notes that record deliberations and actions needed for a smooth functioning Dean's office and Executive Committee. Provide follow-up and track action items from meetings to ensure they are completed. Keep track of dates and deadlines established by the campus.
• Assist with purchasing and travel for members of the Dean's office and academic department staff. Create and maintain spreadsheets and reports regarding Dean's Office operations, purchasing, and travel. Provide support with scheduling room reservations. Manage reservation bookings for two conference rooms in the Science and Engineering 1 building.
• Assist with updating School website content. Independently reviews the school website to ensure that webpages are up to date and links are maintained. Recommends site alterations when needed.

Event Support:

• Organize and implement events, which may include School-wide morale events, Bobcat Day lunches, and various celebrations, some campus-wide. Independently performs the full range of responsibilities for all events the DOO supports. Identify challenges of diverse scope and determine solutions. Consult with clients on all details regarding events and event planning. Plan and manage medium to moderately complex events involving guests from multiple sources such as other public institutions, research institutions, private sector interests, alumni, and interested donors. Identify potential event locations and vendors.
• Develop and coordinate guest lists. Supervises volunteers or student assistants.
• Maintain event-related budget. Perform resource analysis and develop an execution plan. Ensure compliance with the fire marshal and campus policies surrounding events.
• Coordinate resources for effective execution and develop reporting and data analysis surrounding events. Assist with event budget preparation, account reconciliation, and budget projections for future events.
• Under the direction of the Executive Assistant, implement and maintain efficient local processes. The DOO will be the point of contact for the Dean's Office and will maintain an archive of documents, flyers, brochures, and other related print and digital material for the department/Dean's Office.

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 in a related area. (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. (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.
• Ability to use sound judgement in responding to issues and concerns. Required 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 will be 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.

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/

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.