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University of California, Merced · 10 hours ago

VISTA - Administrative Officer II

Merced, CA

Full-time

Hybrid

Mid, Senior Level

$29.03/hr - $29.03/hr

5+ years exp

The University of California, Merced is seeking an Administrative Officer II to provide high-level administrative support for the Valley Institute for Sustainability, Technology, and Agriculture (VISTA). The role involves managing complex administrative tasks, overseeing personnel functions, and coordinating finance and business operations within the center.

Education

Responsibilities

Oversee the undergraduate hiring process for VISTA Business Operations and its service units

Collaborating with payroll and student employment services to post recruitments for student appointments, submitting paperwork for hiring and separation, processing reclassifications, and managing fund changes

Coordinating funding requests with various stakeholders, including but not limited to the VISTA & AES Financial Analyst, the Contracts and Grants Office, the School of Engineering (SoE) Financials, and other fund managers on campus

Working with the Office of Financial Aid and Scholarships to process undergraduate stipends, and track student appointments and payroll service transactions

Providing backup support and assistance with the academic recruitment process and onboarding for academic appointments, such as Postdoctoral Scholars, Academic Coordinators, and Researcher positions

Posting recruitments on AP Recruit, obtaining funding approvals, and placing internal and external advertisements as needed

Updating Box folders and trackers as required, managing onboarding communications, and coordinating with facilities to initiate access requests and office key distribution

Overseeing a wide range of financial and business transactions for the center, including processing paperwork for various requests and inquiries, such as purchasing and travel reimbursements/arrangements

Providing reconciliation of both personnel and non-personnel expenditures, ensuring that electronic financial backup documents are maintained and archived in the reconciliation Box folder

Providing oversight of event coordination in close collaboration with administrative assistants, including planning and logistics for the activities associated with VISTA and related entities

Scheduling conference rooms, equipment reservations, catering, and coordinating on- and off-campus facilities and guest travel arrangements

Working directly with CBS2 and Central Travel to ensure adherence to UC travel and entertainment policies, streamlining the coordination and processing of travel and entertainment reimbursements for department chairs, distinguished speakers, and guests

Managing a highly complex calendar, responding to inquiries as needed, and providing information and recommendations on various requests from donors and community members

Interacting with campus partners, including members of the executive leadership team, and assisting with all meeting preparations

Maintaining the highest level of confidentiality when handling sensitive information and documents

Handling travel arrangements and reimbursements for the AVC, prioritizing issues according to urgency and managing time allocation for scheduled events, travel, and meetings

Providing administrative support for departmental initiatives and meetings, such as staff meetings and retreats

Developing and maintaining a process for tracking constituent interactions, ensuring timely data entry into the database, and maintaining accurate contact information for constituents by communicating any changes

Managing lock and access requests and coordination, determining lock and access needs for center constituents, including new hires, staff, and academic personnel

Coordinating CatCard access, submitting access requests and ensuring that individuals requesting access have completed the necessary training

Overseeing the key issuance process

Qualification

Administrative supportEvent planningCommunication skillsResearchAnalysisConfidentialityInterpersonal skillsCustomer serviceUC policiesTactDiplomacyOrganizational abilities

Required

High school diploma and/or equivalent

Five (5) years administrative/clerical work experience, or 1 year of administrative/clerical experience with bachelor's degree in a related area

Ability to use sound judgment in responding to issues and concerns

Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing

Demonstrated ability to maintain the highest level of tact and diplomacy in interactions with faculty, colleagues, and students

Ability to research and analyze information to formulate/implement solutions for improvement

Knowledge of a variety of administrative operational activities such as event planning, academics, planning, risk management, accounting and records retention regulations and guidelines

Ability to use discretion and maintain confidentiality

Familiarity with an academic setting

Background check required