$25.81/hr

Initial applicant review will begin on or around January 23rd, 2023. Posting will remain open until filled.

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 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.

In Fall 2016, UC Merced broke ground on a $1.3 billion public-private partnership that is unprecedented in higher education. The Merced 2020 Project nearly doubled the physical capacity of the campus, enhancing academic distinction, student success and research excellence. In 2018, UC Merced opened the Downtown Campus Center, a $33 million, three-story administrative building located in the heart of Merced.

To set the course of UC Merced’s evolution, in 2021 UC Merced will enact its first-ever 10-year strategic plan. This plan will guide how the values of equity and justice influence our pathway toward 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 within each campus unit. UC Merced is expected to engage in sophisticated thinking, planning, and implementation of actions that effectively diversify the professoriate and staff, improve campus climate for all campus constituency groups, and strengthen our equity, diversity, and inclusion infrastructure and capacity.

UC Merced has enjoyed rapid growth and expansion since its founding in 2005 and is now positioning itself to deliver medical education in the Valley. The formal placement of undergraduate medical education in the Office of the Provost and Executive Vice Chancellor has positioned the program to build a strong infrastructure to create health education and training partnerships/opportunities to train future health care providers who will remain and practice in the San Joaquin Valley.

One such partnership is the formation of the San Joaquin Valley Program in Medical Education (SJV PRIME), a four-year medical education program, which started in 2011. Building on the early success of the SJV PRIME program, we are now poised to expand the program to an eight-year BS/MD program (SJV PRIME+). SJV PRIME+ will leverage the power of three UC campuses (UCSF, UCSF Fresno, and UC Merced) to increase the size and diversity of the physician workforce that will be representative of the community they will serve.The program will recruit, educate, and support future physicians to serve the communities of the San Joaquin Valley. The eight-year program will take place entirely in the San Joaquin Valley with the goal of increasing the likelihood that graduates enter residency programs in the region and remain locally to practice and care for Valley community members.

The Office Manager uses skills as a seasoned and experienced administrative operations professional to manage, plan and administer the operations of the Office of Undergraduate Medical Education (OUME) and Prehealth Advising. The incumbent performs short- and long-term planning, provides general administrative and financial support to the Directors of OUME and Pre-health Advising, and demonstrates good judgment in selecting methods and techniques for obtaining solutions.

Under the direction of the Directors, incumbent will be responsible for planning and overseeing the daily activities of the unit, responsible for placing purchase orders, submitting invoices for payment, managing Prehealth leadership's calendars, making travel arrangements, and processing reimbursements. Oversees planning and implementation of all departmental events, workshops, talks, and conferences. Coordinates staff and faculty recruitment activities. Develops project and event budgets, and keeps track of balances and expenses. Serves as the first point of contact for department visitors.

The incumbent is responsible for supporting students seeking entry into in medicine, health care, nursing, or natural sciences; provides strategic and practical guidance and supports students pursuing programs in the health professions (e.g., medical school). Acts as a liaison with the Director of OUME, Pre-health Advising, and other academic programs in the health sciences and natural sciences to develop curricular and co-curricular support services.

KEY RESPONSIBILITIES

• Serve as the primary point of contact for internal and external parties on administrative operation matters relating to the OUME and Pre-health Advising unit. Manage, plan, and administer a range of administrative operations for the Offices of Undergraduate Medical Education and Pre-health Advising, including budgetary financial management, human resources, other operational functions: IT, facilities, student services, and/or contracts and grants:

  • Develop/prepare complex budgets and financial reports for funding.

  • Consult with internal, external, and campus-wide financial experts to create guidelines on best practices in financial management and purchasing.

  • Integrate reports to create a current and accurate comprehensive financial picture to ensure financial integrity.

  • Perform studies for resource plans, including approaches, trends, sources, and uses.

  • Coordinate and participate in a variety of human resources activities (faculty and staff), including employment, training, classification, and ensuring the completion of forms and documents related to HR and Payroll for unit/department.

  • Coordinate Academic Personnel recruitments, as needed.

  • Provide advice and guidance on academic staff compensation programs, academic personnel policies, and procedures, initiate cases, and track to completion.

  • Determine and assemble materials for academic review cases.

  • Support faculty search committees.

  • Gather, analyze, prepare, and summarize financial and HR reports.

  • Provides input into non-technical portions of grant and contract proposals and assists with fundraising-related duties.

  • Serve on committees, representing department/unit.

  • May lead a small staff of support employees and/or students.

• Provide support to the Pre-health unit, including but not limited to personal problem-solving, academic advice, building positive peer support, enhancing communication skills, career planning, academic skill-building, study skills techniques, and motivational counseling:

  • Curate resources, events, and online engagement targeted to students interested in pursuing careers in medicine, health care, nursing, or natural sciences.

  • Manage calendar, including making travel arrangements for Director and Pre-health Advisor(s).

  • Provide foundational career services to students by appointment or walk-in, including career or internship exploration, resume advice, and professional development support.

  • Coordinate internships and professional experiences for health science students.

  • Contribute to continuous process improvement by maintaining an ongoing feedback loop with the directors regarding faculty, staff, student, and visitor customer experiences.

  • Introduce first-year students to expectations and opportunities for volunteer and research experience.

• Other administrative support duties which include but are not limited to:

  • Administer facilities and space logistics and manage equipment needs.

  • Develop and implement procedures for supply inventory.

  • Assist in the design and drafting of organizational website content.

  • Draft newsletters and correspondence to organizational constituents.

  • May act as safety coordinator.

  • Distribute meeting communications and materials including agendas and meeting minutes.

  • Prepare, edit, and modify program documents including presentation and meeting materials.

  • Organize and maintain online document storage folders Develops and maintains program communication resources (i.e., website, brochures, etc.).

  • Coordinates meetings, conferences, retreats, etc.

  • Submits expense reimbursements.

  • Procure program-specific items.

• Other duties as assigned.

EDUCATION and EXPERIENCE

• High School Diploma, General Equivalency Degree (GED), or High School Equivalency Diploma (HSED) or equivalent and five (5) years of 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 assigned to the position is required. Bachelor's degree may substitute for four years of experience.

CRITICAL KNOWLEDGE AND SKILLS

• Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management.

• Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills.

• Knowledge of a variety of administrative operational activities such as event planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines.

• Solid knowledge of common University-specific computer application programs.

• Ability to use discretion and maintain confidentiality.

• Strong skills in short-term planning, analysis, problem-solving, and customer service.

• Thorough knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees.

• Knowledge of advising and counseling techniques.

• Ability to multi-task; verbal and written communication skills, and interpersonal skills.

• Ability to work with diverse populations.

• Skills in service orientation, organization, active listening, and critical thinking.

Background check and fingerprinting 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.