Executive Assistant - On-site

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 hourly rate that the University reasonably expects to pay for this position is $32.40.

This position is represented by Teamsters Local 2010 - Clerical and Allied Services Unit - CX

Initial applicant review will take place on or after June 23, 2025. Posting may close any time after without notice.

This position is 100% on-site and is not approved for hybrid or remote work locaiton.

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.

1. The Executive Assistant in the Division of Equity, Justice, & Inclusive Excellence supports the administrative operations of the Senior Executives, including the Vice Chancellor and Associate Vice Chancellor, and provides a high level of organization, logistical, and analytical support. The incumbent will be responsible for the Division's internal and external communication. Uses concepts and campus objectives to resolve complex issues. Performs and oversees special projects that are highly sensitive, requiring independence, initiative, execution, and implementation. Deals with matters, details, and information of critical significance and confidence. Analyzes, resolves problems, interprets policies, and demonstrates solid subject matter knowledge and expertise. Duties include, but are not limited to, maintaining complex calendars, arranging travel, meeting logistics, drafting responses to routine correspondence, and serving as a project organizer and content contributor in several functional areas, including those related to Equity, Diversity, and Inclusion and campus climate. Functions as the gatekeeper, makes high-level contacts, and participates in the development of effective systems for managing the flow of information within the office.
   
   Key Responsibilities:
   Assists in the development of internal policies and systems for managing information and projects that ensure the effective flow of external and internal communication related to the Division's office. Makes purchases (including promotional and marketing items), registrations, travel arrangements, and handles reimbursements for the Vice Chancellor & Chief Diversity Officer and Associate Vice Chancellor, using the online travel systems (Connexxus, Concur, Oracle Application) to prepare, submit, and troubleshoot travel and entertainment expense reimbursements. Must stay informed and abreast of all policies and procedures about travel and entertainment. Researches, compiles, and summarizes issues, policies, and topics; provides background information, talking points, and briefing materials for the VC & CDO. Edits and proofreads written materials for content. Briefs the VC & CDO in a timely fashion, about priorities and deadlines, on the status of pending issues. Responsible for the management of highly confidential and sensitive documents, including uploading correspondence, initiatives, assignments, and other materials to the Box online storage. Organizes ongoing and ad hoc committees appointed by VC & CDO and AVC for special projects. Provides support to VC & CDO immediate organization as needed for complex events, meeting/workshops coordination and some calendaring, and serves as content contributor and project organizer for special projects under VC and CDO and those reporting to these leaders, utilizing efficient and effective systems for managing information, projects, and communications. Coordinates projects, maintains a comprehensive database of initiatives and assignments, including actions that are delegated to other offices/departments reporting to the Division's office.
2. Functions as the gatekeeper, understanding the requirements of the Vice Chancellor & Chief Diversity Officer, to prioritize issues according to urgency and to allocate time for scheduled events, travel, and meetings. Sole responsibility for the complex calendars and schedules of the VC & CDO, requiring sound judgment in determining priorities. Manages the EJIE general email account and responds to inquiries from faculty, staff, students, parents, the public, other UC Campuses, and the Office of the President on behalf of the VC and CDO regarding the division's operations. Makes high-level contacts of a sensitive nature with both internal and external individuals, requiring a high level of discretion and diplomacy.
3. Performs other duties as assigned.

• Bachelor's degree from an accredited university in business administration, public administration, or a related area, or equivalent experience / training; and
• Three years of directly related, progressively responsible experience in executive support, or an equivalent combination of education, training, and experience (required).
• Thorough knowledge in administrative procedures and processes, common computer applications programs such as MS Word, Excel, Powerpoint, Outlook and CANVA. Ability to learn campus specific software and computer applications, such as Connexxus and Travel Express.
• Familiarity with aspects of communications, including strategic planning and requirements for various media venues, technical aspects, and the most appropriate and effective applications. Skills to advise and consult with management to ensure delivery of the desired message to target and/or broad general audiences. Ability to identify channels for communication internally and externally.
• Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the organization as well as the Office of the President and external constituencies.
• Excellent time management skills and the ability to multi-task with demanding time frames and deadlines; ability to juggle multiple calendars with shifting priorities and to apply independent judgment.
• Ability to use high-level discretion and maintain a high level of confidentiality, including managing sensitive and confidential information regarding bargaining unit issues.
• Strong analytical and problem-solving skills and decision-making skills.
• Ability to maintain professionalism, compose and discrete under challenging circumstances.
• Knowledge of the organization, its achievements, mission, vision, goals, policies, practices, infrastructure, and a strong knowledge of current affairs, and issues in higher education and/or health sciences.
• Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies, both verbally and in writing, active listening and critical thinking.
• Strong service orientation.

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.

It is the policy of the University of California to undertake affirmative action and anti-discrimination efforts, consistent with its obligations as a Federal and State contractor.

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/