Executive Assistant (Hybrid)

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 salary or hourly range the University reasonably expects to pay for this position is $66,000.

Initial applicant review will take place on or around February 10, 2025. Posting will close once interviews conclude.

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 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 the 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 Responsibilities:

1. 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.
2. 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. Assists with special events, which may include nights and weekends.
3. 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.
4. 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.

• Bachelor's degree in related area from an accredited institution: and
• Three years of directly-related, progressively responsible experience; or
• Seven years of combined related education/experience in lieu of the degree and 3 years combined (required).
• Working knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.
• Requires excellent verbal and written communication skills, active listening, critical thinking, multi-task and time management skills.
• 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 occasionally on nights and weekends.
• Experience with Raiser's Edge database and UC Merced programs
• Experience working with a foundation or non-profit board.
• Valid California DMV-issued Driver's license (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, 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 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.