Executive Assistant to the Vice Chancellor for Research and Economic Development (Hybrid)

Initial applicant review will begin on or around March 19th, 2025. Posting will remain open until filled.

This position is a Hybrid role with a percentage of the time remote and on-site along with a flexible work arrangement, which includes a non-standard work schedule.

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

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 to the Vice Chancellor for Research & Economic Development (VCR-ORED) provides executive administrative support to the VCR-ORED and AVC Chief of Staff. Manages the calendars using independent judgment about priorities; coordinates complex travel arrangements; and processes travel reimbursements, check requests, and other transactions. Writes, edits, and proofreads correspondence and reports. Analyzes correspondence/emails and ensures that follow-up actions are completed. Works under minimal supervision and serves as the VCR-ORED liaison and primary communications contact. Maintain complete discretion, confidentiality, sensitivity, and professional judgment are maintained at all times. This position is part of the core team and responds to public requests for general information about the division of research on the telephone and in person. The position involves interaction with UC Merced senior staff, faculty, and other administrators, including those at the campuses and at the Office of the President.

KEY RESPONSIBILITIES

• Coordinates daily and long-range activities for the VCR- ORED and AVC Chief of Staff. Maintains calendar of appointments, conferences, and travel, coordinating all details. Exercises judgment on written and oral requests for the Vice Chancellor's time/consultation. Prepares relevant background materials and ensures that necessary and appropriate briefing and background materials are provided in advance. Coordinates meetings/conferences/retreats. Handles travel and lodging arrangements. Initiates and processes travel and entertainment expense reimbursements, following established University policy and procedures.

• Manages information, projects, and communications to ensure accurate and timely responses. Briefs the VCR in a timely fashion, with regard to priorities and deadlines. Reviews all incoming mail and most email, routes, and responds as appropriate. Analyzes information from incoming documents and various other sources to ascertain importance to the department. Coordinates assignment of action items. Responds to constantly changing priorities and/or conflicting deadlines, which may affect accomplishment of items, ensuring timely completion or deadline extension, as appropriate. Ensures that appropriate staff have been copied for possible comment and/or discussion with the VCR.

• Functions as the gatekeeper, understanding the requirements of the executive, in order to prioritize issues according to urgency and to allocate time accordingly. Responds to a wide variety of questions and issues from faculty, staff, students, and the public on behalf of the executive, including those highly sensitive in nature. Investigate issues and problems; draft and prepare responses to urgent requests.

• Acts on behalf of the department to convey information representing the VCR. Communicates and provides assistance to senior officers within UC Merced, the Office of the President, faculty, staff, and the community. Responsible for troubleshooting assignments on behalf of the VCR and doing the necessary background work and research to craft a response as needed. Prepares responses to urgent divisional requests on behalf of the executive.

• Responsible for updating and maintaining web content for all business units under ORED, along with the publishing of the weekly research newsletter. Organizes and coordinates the annual events, such as Research Week and new faculty orientation workshop.

• Coordinates scheduling of meetings, retreats, and events involving campus-wide and UC-wide staff, including Chancellors, Vice Chancellors, faculty, and senior UC administrators. Coordinates agenda materials, compiling items and background material where necessary, and ensuring timely distribution to appropriate individuals. Coordinates facility arrangements, including lodging, meals, and meeting rooms. Researches, compiles, and summarizes issues, policies, and topics; provides background information, talking points, and briefing materials for the executive, including but not limited to conducting research and developing talking points that pertain to bargaining or grievances. Other duties as assigned.

EDUCATION and EXPERIENCE

• Bachelor's degree from an accredited university in related area or equivalent experience/training. (Required)

• Three years of directly related, progressively responsible experience in an executive support role, or 7 years of equivalent experience / training. (Required)

CRITICAL KNOWLEDGE AND SKILLS

• Familiarity with the organization's processes, protocols and procedures.

• Knowledge of federal regulations such as FERPA. (Preferred)

• Thorough knowledge of common organization-specific and other computer application programs.

• Solid analytical / problem-solving skills.

• 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.

• Strong service orientation.

• Strong skills to communicate effectively with all levels of staff, faculty, alumni / donors, students and external constituencies, both verbally and in writing.

• Ability to multi-task with demanding timeframes.

• Ability to use high-level discretion and maintain a high level of confidentiality.

• Solid skills in problem identification.

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.

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/