Department Manager (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 salary range the University reasonably expects to pay for this position is $72,200/yr - $84,000/yr.

Remote/Hybrid eligibility: This position will be hybrid with a majority onsite presence of around 2 - 3 days per week.

This posting will remain open until filled with initial applicant review expected to be on or around November 3, 2025.

This 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.

Reports to the School of Engineering Director of Administration and Operational Services. Indirectly reports to the Associate Dean of Student Success and assigned department chair(s). Department support includes but is not limited to the following functions: department and chair support, administrative services, personnel processes, academic recruitment, budgetary and financial management, etc. This position serves as the principal advisor for schoolwide student success programs (e.g., Innovate to Grow, Engineering Service Learning, Summer Bridge, etc.). Program responsibilities include, but are not limited to, academic and event planning, and managing administrative services and support for program-affiliated students, staff, and faculty. Establishes strategic goals, operational objectives, and work plans and delegates assignments to students, staff, and faculty related to program planning and operations. Responsible for preparing, administering, and directing resources, including budget and instructors. Reviews and approves recommendations for events and academic programs. Monitors program adherence to approved budget.

Department and Program Administration, Operations, and Staff Lead:

• Manages all business and administrative support functions under general direction with full department and program administrative and financial authority; interprets and applies UC, campuswide, and school policies and procedures relating to fiscal and budgetary matters, academic recruitment and personnel matters, academic program matters, procurement, staffing and personnel issues, and inventory management. Advises director, associate dean, chair, faculty, and staff at various levels on standard operating procedures affecting departments. Identifies and anticipates potential problems and provides effective solutions to resolve them. Keeps all stakeholders apprised of problems, concerns and resolutions as required and appropriate. Works closely with director, associate dean, and department chair on special projects as assigned. Working with the director, chair, and school financial staff, ensures that departmental accounts are properly monitored, fiscal controls are administered, and timely reporting occurs. Attends and takes minutes at department faculty meetings as requested. Responds to requests from SoE Dean's Office, Financial and Accounting Services, Internal Audit, and other campus offices. Leads staff, provides support, logistics, and guidance to administrative staff in the daily operation of department and program business. Develops and maintains detailed policies and procedures for all department and program administrative and financial areas and ensures that staff are fully trained in their respective areas of responsibility. Supports the recruitment and onboarding of administrative staff and provides day-today guidance and training on departmental procedures. Acts as a resource to team members, sharing expertise and helping ensure consistent application of work practices. Offers input on workload distribution and staff development opportunities. Collaborates with management on process improvements and operational planning. Contributes to a supportive and knowledgeable team environment. Ensures school diversity goals are attained through the division of EJIE and adherence to the process established by the SoE Dean's Office in the academic recruitment process. Develops procedures to maintain the integrity and confidentiality of all academic programmatic matters. As liaison for the associate dean and chair, ensures technical activities for the department and program function competently and effectively.
• Manage, plans, and administers administrative operations of student success programs, academic departments and the school. Leads the coordination of daily administrative activities and supports the allocation of staff resources to departmental projects and academic programs. Provides guidance on task prioritization and shares expertise to support team effectiveness. Assists with onboarding and training of new staff. Collaborates with management to identify operational needs and recommend workflow adjustments. Fosters open communication and knowledge sharing within the team.
• Administrative services typically include all or most of the following functions: IT, facilities, student services, instructional laboratories, budgetary, financial management, recharge administration, event support, and/or personnel processes.
• Coordinate school, program, and department events and administrative/logistical coordination with associate dean, chair, and faculty of engineering accreditation (ABET).

Budget and Financial Administration:

• Provide fund management support for program and departmental operating funds (e.g., state, summer session revenue, indirect cost recovery, graduate group operation funds, gift, endowment, etc.). Advises the associate dean and department chairs concerning all matters pertaining to sound fiscal management adherence. Completes Smart View ad-hoc monthly financial reports, projections/forecasts, new project requests, cost transfers, direct retro/payroll transfers, budget requests/transfer of funds, interlocution transfer of funds, reconciliation, and fiscal close for school and department funds.

Personnel Administration:

• Oversees management of senate and non-senate recruitment via AP Recruit system. Administers academic recruitment logistics for candidate interviews and on-site visits. Supports faculty search committees: Oversees the academic recruitment process and assists search committees with search plan, posts recruitments to AP recruit, obtains funding approvals, and places internal and external advertisements. Works with the central Academic Personnel office to ensure posting adheres to UC policies. Coordinates campus visits through a selection of final candidates. Collect data and information from multiple sources and prepare complex reports as needed. Participates in the development and revision of standard operating procedures and guidelines. Collaborates with faculty equity advisor on compliance of search plan and shortlist approvals. Oversees management for all non-academic undergraduate student recruitment, funding approvals, hiring, extensions, and separations for programs, academic departments, and the school. Collaborates with payroll and student employment services to post recruitments for non-academic student appointments, and submit paperwork for hiring, separation, reclassifications, and fund changes. Coordinates funding requests with contracts and grants, SoE Financials, and other fund managers. Works with the Office of Financial Aid and Scholarships to manage provisioned federal work-study appointments and tracks FWS balance and appointments.
• Performs other duties as assigned.
• Complies with all policies and standards.

EDUCATION and EXPERIENCE

• Bachelor's degree in Business Administration, Finance, Economics, Accounting, Management, or related area.
• Advanced degree Education/experience equivalent to an MBA or related master's degree. (Preferred)

AND

• Three years of directly related, progressively responsible experience in an administrative operations job function, or a combination of education and experience as outlined.
• Advanced degree as outlined above is preferred, and may substitute for one year of experience.

CRITICAL KNOWLEDGE and SKILLS

• Substantial experience with academic planning and management in a research for higher education institution.
• Demonstrated management experience with proven ability to analyze, interpret and apply good management and business principles, practices and techniques.
• Demonstrated organization, assessment, problem solving, negotiation and decision-making skills with expertise in clarifying and resolving conflict situations and developing attainable goals and procedures.
• Excellent oral and written communication skills, with proven ability to understand and interpret complex materials and to formulate and present oral and written material in a logical and comprehensive manner.
• Strong interpersonal and leadership skills, with a proven record of working collaboratively while achieving outcomes.
• Proven ability to function effectively in a diverse, ever-changing, and unpredictable environment.
• Proven ability to maintain confidentiality in sensitive situations.
• Demonstrated ability to project budget costs, coordinate multiple projects, adapt programmatic objectives to changes in resources, and establish priorities as affected by budgetary issues.
• Demonstrated experience in financial and accounting systems, including modeling, forecasting, and planning. Experience locating, identifying, analyzing and synthesizing large quantities of data, identifying needs and developing recommendations.
• Proven ability to manage crisis situations and effectively facilitate and resolve conflicts.
• Working knowledge of principles of shared governance.
• Active listening, critical thinking, multi-task and time management skills.
• Ability to apply knowledge of University policies.
• Ability to use discretion and maintain confidentiality.
• Capable of working in various environments on a constantly revolving basis.
• Thorough knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.

Background check 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/