Executive Assistant to Vice Provost and Dean of the Division of Undergraduate Education

Hiring Range 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 full salary range for this position is $56,400- $98,600.
The budgeted salary or hourly range that the University reasonably expects to pay for this position is $63,600- $79,500.
Job Closing Date Initial applicant review will begin on or around November 20th, 2023.
Posting will remain open until filled.
Remote/Hybrid eligibility: This is going to be an in-person position with availability for a hybrid schedule.
About UC Merced 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.
About the Job The Executive Assistant reports to and provides support to the Vice Provost and Dean of the Division of Undergraduate Education (VPDUE), ensuring administrative processes and office operations run smoothly in the executive's office.
The Executive Assistant oversees the scheduling and coordination of VPDUE's meetings and commitments, acts as the initial point of contact for the Dean, and offers logistical support for events and gatherings.
The incumbent manages the Dean's tasks, prepares written communications on their behalf, and provides advisory support.
Additionally, the role includes assisting the divisional team with various functions, managing office operations, and engaging in special projects as needed.
KEY RESPONSIBILITIES MANAGEMENT OF EXECUTIVES’ SCHEDULES AND MEETING COORDINATION Manages all aspects of the Dean’s schedule-including but not limited to calendaring large and complex meetings with internal and external stakeholders, tracking meeting requests and commitments, communicating efficiently with meeting participants and support staff, coordinating meeting logistics, and facilitating travel arrangements.
Serves as the first point of contact for the Dean and functions as the gatekeeper, prioritizing issues according to urgency.
Responds to routine inquiries from faculty, staff, students, and the public on behalf of the Dean and forward situations/issues presented by staff, faculty, and external constituents to appropriate senior administrators as needed.
Regularly accesses the Dean's email, which includes confidential information that contributes significantly to the development of management's positions in bargaining or grievances.
Provides high-level planning and logistical support for meetings, retreats, and events, including scheduling, participant communication and interface, maintaining distribution lists, making room reservations, arranging catering, prepping and distributing materials, AV support, student assistant oversight, and related tasks.
EXECUTIVE SUPPORT FUNCTIONS Prioritizes and manages the Dean’s to-do list, provides timely briefings, advises on priorities and deadlines, and tracks the status of pending issues.
Researches, compiles, and summarizes issues, policies, and topics; provides background information, talking points, and briefing materials for the executive.
Prepares comprehensive written communications on behalf of the Dean.
Advises departmental staff on Campus, college, and division policies and procedures.
Establishes and maintains strong working relationships with all levels of constituents, both internal and external to the University, which require a high level of discretion and diplomacy.
DIVISIONAL TEAM FUNCTIONS Researches, analyzes, and synthesizes information to prepare briefings, reports, and summaries.
Tracks status on deadlines and pending issues.
Manages moderately complex projects related to strategic planning, finance, academic personnel, or other area as directed.
Coordinates efforts with various external and internal contacts; compiles comparative research on organizational structures, policies, procedures, or other topic areas germane to the projects assigned; collects data collection and provides summary and analyses; and summarizes best practices across campus.
Supports onboarding and off-boarding of VPDUE direct reports.
Serves as the lead on updating divisional websites.
OFFICE MANAGEMENT AND OPERATIONS Manages DUE’s Office administrative support operations, including but not limited to managing purchases for the Dean’s office, coordinating travel and entertainment requests and reimbursements, maintaining college and divisional email lists, and updating divisional websites.
Delegates appropriate tasks to student workers.
Serves as backup to the other EAs during absences and as needed to balance workload.
Assists Dean with computer-related and technical issues, including ensuring compliance with new program login guidelines—troubleshooting computer-related issues and ordering new equipment if necessary.
SPECIAL PROJECTS Performs and/or coordinates special projects independently, and/or as a member of a team.
Other duties as assigned by the Dean, Assistant Dean, HR Manager, and/or members of the divisional leadership team.
Qualifications EDUCATION and EXPERIENCE Bachelor’s degree from an accredited university.
(Required) Three years of directly related, progressively responsible experience working in an executive support role, or a combination of education, training, and experience.
(Required) CRITICAL KNOWLEDGE AND SKILLS Familiarity with campus processes, protocols and procedures.
(Preferred) Knowledge of federal regulations such as FERPA.
Required Thorough knowledge of common campus-specific and other computer application programs.
Analytical/problem-solving skills.
Strong service orientation.
Political acumen and sensitivities to the differing perspectives and political circumstances within all levels of the Campus as well as the Office of the President and external constituencies.
Strong skills to communicate effectively with all levels of staff, faculty, alumni/donors, students and external constituencies; both verbally and in writing.
Strong skills in analyses and complex problem-solving.
Ability to multi-task with demanding timeframes.
Ability to use high-level discretion and maintain a high level of confidentiality.
Working knowledge of basic accounting and ability to manage university ledger systems.
Background Check Background check and fingerprinting will be required.
Policy Statement 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 https://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: https://ucnet.
universityofcalifornia.
edu/compensation-and-benefits/