Library Administrative Coordinator (Hybrid)

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 $70,200- $127,400. The budgeted salary or hourly range that the University reasonably expects to pay for this position is $70,200- $75,000.

Initial applicant review will begin on or around January 10th, 2025. Posting will remain open until filled.

Hybrid schedule with two days remote.

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.

The Library Administrative Coordinator (LAC) uses skills as a seasoned, experienced administrative operations professional to provide comprehensive oversight and coordination of a variety of administrative, procurement, accounting, finance, budget and personnel functions for the Library department. Under general supervision of the Chief Administrative Officer, this position manages the department's general support services areas of procurement, travel, entertainment, events, recruitment, onboarding/separations, finance and budgets using multiple fund sources of state funds, gifts, grants, endowments, recharges, etc. Position requires broad knowledge of campus systems, strong communication, as well as analytical and problem-solving abilities. Knowledge of travel and entertainment policies/procedures is highly desirable and experience with SmartView, Oracle reports, budget requests, cost transfers and HR/Personnel processes is preferred. To be successful, incumbent needs exceptional organizational and project management skills and the ability to manage and execute multiple competing tasks and projects. The LAC frequently determines procedures, methods and policy applications and ensures compliance with University policies, internal controls accountability, and stewardship of campus resources.

KEY RESPONSIBILITIES

Administrative Operations

• Manages, plans and administers a wide range of daily administrative operations to support Library Administrative Services. Provides administrative, operational, procurement, travel and event support services for Access Services, Archives & Special Collections, Collection Services, Center for Data Services, GIS Center, Research & Learning Services, and Technology Services.
• Interfaces with central offices such as Procurement, Travel & Expense Management, Accounts Payable, Accounting, Facilities, IT, TAPS, Dining and Hospitality Services, etc.
• Oversees all processes for Library staff's travel and entertainment arrangements and expense reports, using online travel and expense reimbursement systems.
• Manages all logistics for departmental events including outreach activities, exhibit receptions, staff/student events, morale events, etc.
• Prepares Library's semi-annual Fine Art audit report inventorying 175+ art items, working in coordination and compliance with Risk Services.
• Tracks department's annual software and membership renewals.
• May supervise student staff which includes identifying staffing needs, writing job descriptions, managing recruitments, providing appraisals. Manages daily activities of student employees, sets priorities/deadlines for completion of tasks, provides training and direction on student employee procurement and ledger reconciliation tasks and other admin tasks.
• Provides oversight on design, drafting and updating content of Library Administration's website and various online LibGuides resource pages.
• Ensures departmental compliance with both UC and UC Merced policies and procedures.
• Develops and updates standard department-wide internal operating procedures and policies.
• Serves on departmental and campuswide committees.
• Backs up Library reception area student assistants in screening and directing incoming guests, faculty, staff, and students in person and by phone.

Purchasing, Accounting, Finance and Budgets

• Provides support to the Chief Administrative Officer and Business Officer as needed in the day-to-day operations as well as budgetary/financial support.
• Manages the department's general support services areas including coordination and processing of procurement, travel, entertainment, event support, and outreach/supply inventories, ensuring use of correct funding types including state funds, gifts, grants, endowments, recharge, revenue, etc. Maintains departmental financial records and addresses any discrepancies and issues. Often handles non-routine, complex procurement requests requiring additional research on specialized IT, digitization and archival products.
• Oversees all departmental expenses of procurement/entertainment/travel/T&E card/Pcard/recharge, performs cost transfers, direct retros/payroll transfers, budget requests, interlocation transfer of funds, ledger reconciliation and fiscal close processes. Provides detailed and complex research and analysis of any ledger/expense discrepancies. Creates detailed expense reports for tracking all expense types from order initiation through final payment.
• Ensures adherence to University and agency guidelines pertaining to purchasing and reimbursements. Interacts with faculty, staff, and students to educate those individuals in appropriate documentation and allowability. Determines departmental procedures for the Library administrative unit.
• Manages procurement of Library Collections $1.5M fund, coordinating and processing all invoices, journal, e-book, and subscription renewals. Reviews invoices to ensure compliance with contracted amounts and independent follow-up with vendors on errors/credits.
• Prepares budget/financial reports for Library's program-related budgets, including Collections, Outreach, Exhibits, DEIA (Diversity, Equity, Inclusion & Accessibility), and Faculty Author Series events.
• Trains administrative student employees in procurement policies and procedures and guides them in processing procurement transactions and other administrative and financial support tasks.
• Manages recharge administration for both GIS Center and InterLibrary Loan, including monthly reconciliation and processing of invoices for internal and external clients.
• Provides forecast tracking of department's Travel requests for the fiscal year.

Human Resources and Payroll

• Collaborates with hiring managers, payroll and student employment services to post recruitments for 40+ student employee recruitments and prepares all paperwork for hiring, extension, reclassifications, fund changes, range adjustments and separations.
• Performs onboarding/separation processes for all Library staff and students.
• Provides guidance to Library units' supervisors/managers and helps coordinate processes/prepare forms for a variety of personnel actions for 75+ academics, staff and students including job descriptions, classification and recruitment requests, hiring and separations.
• Works with the Office of Financial Aid and Scholarships to obtain allowed federal work-study appointments and tracks FWS balances and appointments.

Executive Support

• Works closely with Executive Assistant (EA) to University Librarian to provide backup calendaring and assistant support to the University Librarian and assists as backup notetaker for weekly Executive Team meetings. May assist EA with Librarian Review process as needed. Also coordinates shared support with EA on purchasing, travel, catering, conference room calendaring, event coordination, etc.

Other duties as assigned.

EDUCATION and EXPERIENCE

• Bachelor's degree from an accredited university in a related area or equivalent experience/training. (Required)
• Three (3) years administrative/clerical 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. (Required)

CRITICAL KNOWLEDGE AND SKILLS

• Knowledge of University of California policies and procedures required as well as experience with UC financial, procurement, and travel systems strongly preferred.
• Administrative experience and knowledge of standard office practices.
• Ability to prioritize work, demonstrate initiative and complete assignments independently as well as work in team environment.
• Experience in a University setting with office management, accounting, budgeting and financial analysis/reporting.
• Excellent organization/time management skills, attention to detail as well as ability to learn quickly, multi-task and manage/prioritize workload in demanding situations.
• Strong analytical skills. Ability to analyze complex issues and prepare concise summaries and reports.
• Excellent oral/written communication and interpersonal skills to communicate effectively with all levels of staff, faculty and students.
• Ability to use professional judgment and maintain complete discretion, confidentiality and sensitivity.
• Thorough knowledge of Microsoft Office programs and web-based applications required. Experience with Oracle financial and budget system preferred.
• Strong skills in short term planning, analysis, problem solving and customer service.
• Ability to travel within California.

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, 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.