VISTA - Administrative Officer II

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 hourly wage the University reasonably expects to pay for this position is $29.03.

Initial applicant review will take place on or around February 4, 2026. Posting may close any time after that without notice.

This position works on campus Monday through Friday and may have an occastional remote day weekly.

This position is represented by Teamster's Local 2010 for Clerical and Allied Services (CX).

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.

Under the supervision of the Center Manager for the Valley Institute for Sustainability, Technology, and Agriculture (VISTA), Administrative Officer 2 (AO2) will provide high-level administrative support and coordination for programs and projects associated with the Associate Vice Chancellor for Interdisciplinary Research and Strategic Initiatives in the Office of Research and Economic Development (ORED) and related entities as part of the VISTA business operations team. The incumbent is expected to use good judgment, and discretion in researching, analyzing, and compiling necessary background information to assist management in addressing a wide variety of complex issues. This role also involves drafting correspondence on behalf of executive leadership and applying problem-solving techniques to resolve various situations. The AO2 must have strong evaluative and discerning abilities and experience working with a diverse population, including students, staff, and faculty.

Essential duties include excellent oral and written communication skills, organizational abilities, customer service, and an understanding of university etiquette. This customer-focused position requires heavy collaboration and coordination with the business operations team. As the principal calendar support for the Associate Vice Chancellor and/or VISTA F3 Senior Program Manager, the AO2 will respond to a wide variety of inquiries from faculty, staff, students, the public, and the highest levels of UC Merced, including Campus and University administration and the Chancellor's office, through verbal and written communication. Familiarity with UC policies and procedures is essential for reviewing forms that require executive leadership approval. Additionally, the AO2 will assist the business operations team with daily tasks such as travel arrangements, reimbursements, correspondence preparation, event logistics, and coordination. The AO2 will also work closely with the Center Manager on personnel actions and academic appointments as needed. The position requires the ability to balance multiple, often simultaneous, activities and to prioritize tasks to ensure timely completion.

KEY RESPONSIBILITIES:

1. Personnel Functions and Activities: Oversee the undergraduate hiring process for VISTA Business Operations and its service units. This includes collaborating with payroll and student employment services to post recruitments for student appointments, submitting paperwork for hiring and separation, processing reclassifications, and managing fund changes. The role also involves coordinating funding requests with various stakeholders, including but not limited to the VISTA & AES Financial Analyst, the Contracts and Grants Office, the School of Engineering (SoE) Financials, and other fund managers on campus. Additionally, work with the Office of Financial Aid and Scholarships to process undergraduate stipends, and track student appointments and payroll service transactions. Work closely with the Center Manager to provide backup support and assistance with the academic recruitment process and onboarding for academic appointments, such as Postdoctoral Scholars, Academic Coordinators, and Researcher positions. Responsibilities include posting recruitments on AP Recruit, obtaining funding approvals, and placing internal and external advertisements as needed. Additionally, update Box folders and trackers as required, manage onboarding communications, and coordinate with facilities to initiate access requests and office key distribution.

2. Finance and Business Operations: Working as part of the VISTA business operations team, oversee a wide range of financial and business transactions for the center. This includes processing paperwork for various requests and inquiries, such as purchasing and travel reimbursements/arrangements. Additionally, provide reconciliation of both personnel and non-personnel expenditures, ensuring that electronic financial backup documents are maintained and archived in the reconciliation Box folder.

3. Event Coordination: Provide oversight of event coordination in close collaboration with administrative assistants. Responsibilities include planning and logistics for the activities associated with VISTA and related entities. Tasks involve conference room scheduling, equipment reservations, catering, and coordinating on- and off-campus facilities and guest travel arrangements, while working with various campus units such as Marketing and Hospitality Services, Facilities, Campus Communications, Risk Management, Central Travel, CBS2, and financial departments. Work directly with CBS2 and Central Travel to ensure adherence to UC travel and entertainment policies, streamlining the coordination and processing of travel and entertainment reimbursements for department chairs, distinguished speakers, and guests.

4. Executive Administrative Support: The position provides high-level administrative support to the Associate Vice Chancellor of Research, Innovation and Economic Development, Professor, Civil & Environmental Engineering. Responsibilities include managing a highly complex calendar, responding to inquiries as needed, and providing information and recommendations on various requests from donors and community members. The role involves interacting with campus partners, including members of the executive leadership team, and assisting with all meeting preparations. The role will maintain the highest level of confidentiality when handling sensitive information and documents and demonstrate a strong commitment to safeguarding confidential information and always maintaining privacy. Additionally, the position handles travel arrangements and reimbursements for the AVC, prioritizing issues according to urgency and managing time allocation for scheduled events, travel, and meetings. The role also provides administrative support for the departmental initiatives and meetings, such as staff meetings and retreats. This position develops and maintains a process for tracking constituent interactions, ensuring timely data entry into the database, and maintains accurate contact information for constituents by communicating any changes.

5. Facility Management: Manage lock and access requests and coordination. Determine lock and access needs for center constituents, including new hires, staff, and academic personnel. Coordinate CatCard access, submit access requests and ensure that individuals requesting access have completed the necessary training. Additionally, oversee the key issuance process.

• High school diploma and/or equivalent (require) and/or

• Bachelor's degree from an accredited university (preferred); and

• Five (5) years administrative/clerical work experience, or 1 year of administrative/clerical experience with bachelor's degree in a related area).

• Ability to use sound judgment in responding to issues and concerns.

• Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing.

• Demonstrated ability to maintain the highest level of tact and diplomacy in interactions with faculty, colleagues, and students.

• Ability to research and analyze information to formulate/implement solutions for improvement.

• Knowledge of a variety of administrative operational activities such as event planning, academics, planning, risk management, accounting and records retention regulations and guidelines.

• Ability to use discretion and maintain confidentiality.

• Familiarity with an academic setting.

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/