Executive Assistant 3

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 $73,600. - $88,600.

This position has an on-site (campus) work modality expectation.

Initial application review will take place around December 15, 2025 although first interviews will not take place until the week of January 5th, 2026.

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 3 provides high-level executive support to the Chancellor and the Chancellor's Office at UC Merced, ensuring the smooth operation and professionalism of a dynamic and high-profile office. Reporting to the Administrative Operations Manager and Senior Executive Assistant to the Chancellor, this position is responsible for independently managing a broad range of administrative, operational, and special project activities. The Executive Assistant serves as a primary liaison with senior University officials, external stakeholders, and community leaders, exercises a high degree of judgment, diplomacy, and confidentiality, and contributes to the efficiency and effectiveness of the office. Responsibilities include handling highly confidential information, including sensitive information regarding bargaining unit issues, grievances, and complaint resolution, managing complex schedules, overseeing communication, coordinating executive recruitment activities, organizing events, and ensuring compliance with University policies.

KEY RESPONSIBILITIES:

1. Executive Support and Operations Management: Serve as the primary administrative gatekeeper for the Chancellor and Assistant/Associate Chancellor and Chief of Staff (ACCOS), triaging requests, prioritizing issues, and managing access to maximize the Chancellor's and ACCOS's effectiveness. Manage the Chancellor's complex calendar, schedule internal and external meetings, coordinate logistical needs, and facilitate the seamless flow of information. Provide comprehensive briefings, prepare and maintain executive materials, and ensure the Chancellor and ACCOS are equipped for meetings, events, and strategic initiatives. Handle sensitive and confidential correspondence, manage executive records, and ensure operational integrity across all functions of the Chancellor's Office.

2. Front Office and Communication Management: Serve as the initial point of contact for the Chancellor's Office, providing professional and responsive experience for internal and external constituencies. Respond to inquiries from faculty, staff, students, parents, community members, and external agencies with a high level of discretion and knowledge of University policies. Oversee front office operations, manage correspondence, ensure timely mail distribution, and maintain supply inventories and office equipment. Take and summarize meeting minutes, prepare action plans, and track deliverables arising from executive and bargaining meetings.

3. Travel and Finance Administration: Independently coordinate complex domestic and international travel arrangements for the Chancellor and ACCOS. Prepare, audit, and submit travel and entertainment reimbursements, ensuring compliance with University financial policies and timelines. Manage aspects of the Chancellor's Office budget, including procurement of goods and services, reconciliation of financial records, and resolution of vendor concerns. Meeting and Event Coordination. In coordination with the Events and University Residence Manager, assist in the planning, coordination, and execution of complex conferences, meetings, receptions, and events for the Chancellor's Office, ensuring logistical excellence. Arrange facilities, catering, technical support, collateral material preparation, and coordinate all aspects of guest services.

4. Special Projects, Recruitment Coordination, and Ad Hoc Assignments: Support executive recruitment processes in collaboration with other executive assistants across campus, ensuring seamless coordination, interview scheduling, and communication with candidates. Research, compile, and synthesize data for reports, strategic planning documents, and executive presentations. Update and maintain standard operating procedures for the Chancellor's Office and assist with the onboarding of new staff members. Represent the Chancellor's Office at meetings as needed and manage follow-up on action items to ensure timely execution.

5. Records and Information Management: Maintain and safeguard highly sensitive and confidential information in compliance with University policies. Oversee proper document retention, secure storage, and the retrieval of executive records to ensure accessibility and confidentiality standards are met. Safeguard information related to bargaining unit actions, proposals, and grievances, and disseminate information to key stakeholders using the utmost discretion.

6. Government Relations Support: Provides administrative support for the Government Relations professional staff as needed.

• Bachelor's degree or equivalent experience/training.

• Three (3) years of directly related progressively responsible experience as an administrative or

• executive assistant, preferably in higher education, or a combination of education, training, and experience.

• Thorough knowledge in administrative procedures and processes, common computer applications programs such as MS Word, Excel, PowerPoint, and Outlook. Ability to learn campus specific software and computer applications.

• Requires strong verbal and written communication skills, active listening, critical thinking, multitask and time management skills. Must be able to communicate effectively with all levels of staff, faculty, alumni/donors, students and external constituencies.

• Familiarity with campus processes, protocols and procedures.

• Ability to multi-task with demanding time frames and deadlines; ability to juggle multiple calendars with shifting priorities and applying independent judgment.

• Ability to use high-level discretion and maintain a high level of confidentiality, including managing

• sensitive and confidential information regarding bargaining unit issues.

• 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.

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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/