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 STEP 1: $28.13- STEP 18: $41.03. The budgeted salary or hourly range that the University reasonably expects to pay for this position is STEP1: $28.13.

Initial applicant review will begin on or around August 13th, 2024. Posting will remain open until filled.

This union position is represented by the bargaining unit Clerical & Allied Services - CX Teamsters Local 2010

This position is hybrid with 2 remote days.

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 Services Unit is responsible for managing all administrative, personnel, and business operations for the Library. Under the direction of the Associate University Librarian for Operations and the Library Chief Administrative Officer, the Library Administrative Coordinator provides comprehensive oversight and coordination of all purchasing and administrative functions for the Library, frequently determining procedures, methods, and policy applications to achieve the goals of the department. The incumbent participates in long-range planning for the Library and provides valuable insight and information in support of the Library's business and management goals and objectives. Incumbent serves as the lead on the department's procurement, travel, and Collections processes, including coordination of invoices, payments, financial reconciliations, expense/cost transfers, procurement, travel coordination, and reimbursement requests. Analyzes and prepares documentation, has extensive interaction with vendors to research, price and purchase office furniture, equipment and supplies, identifies problems and provides independent resolution as appropriate. The position is responsible for ensuring the department is in compliance with standard University policies and procedures. Incumbent provides support on special projects, researching and analyzing data, and preparing special reports. Creates and maintains electronic and paper filing systems and manages monthly ledgers for reconciliation process of Library accounts totaling $7 million. Experience with Oracle reports, budget requests, and cost transfer processes is preferred. The Library Administrative Coordinator has independent overall responsibility for general office coordination, serving as the primary person to provide procurement support to all Library units and formulating, proposing, and implementing new procedures to maintain the efficient flow of the day-to-day administrative and operational activities. Provides a high level of customer service to all Library patrons, organizes and assists during departmental meetings, and maintains the office calendar to synchronize workflow. Also manages the Library administrative conference rooms, ensuring timely processing of reservation requests.

KEY RESPONSIBILITIES

Purchasing/Accounting/Financial Duties:

• Serves as lead person for department's procurement and departmental orders requests from Library/GIS Center's 30+ employees, delegating tasks to other purchasers or student assistants as needed. Often handles non-routine, complex procurement requests from the Library department's 10+ units (especially IT, Digitization/Archival and Collections) requiring additional research on IT products/software and archival products/services often resulting in creative processes to obtain desired products/results. Constantly searches for other vendors to obtain lower procurement costs for the department.
• Coordinates and processes various purchase orders, requisitions, and Pro Card orders using the online procurement system.
• Manages Library's InterLibrary Loan lost book recharges and GIS Center's recharge process, coordinating the issuance of invoices, recharge forms, and department/chart string approvals, including detailed follow-up submits recharge requests in the university financial system.
• Uses applicable University policies and procedures when reviewing and submitting orders.
• Creates, updates, and implements procedures related to purchasing activity with the Library.
• 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 department orders and receipts to ensure adequate backup exists to support department ledgers. Records and tracks all initiated orders from order entry through payment of invoice. Follows up on any problems related to orders, invoicing, and/or reimbursements.
• Monitors, maintains, and reconciles general ledgers for the Library's 30+ accounts, including detailed and complex research and analysis of any ledger/expense discrepancies. Provides budgetary support to both the Library Financial Officer and Chief Administrative Officer.
• Provides vendors with information regarding payments and shipments as required.
• Submits budget/accounting requests to process expense and fund transfers.
• Coordinates on-campus parking, catering, phone bill recharges, including detailed follow-up with departments as well as detailed backup coordinated with Accounting.

Administrative Duties:

• 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 developing job descriptions, classification, and recruitment requests, facilitating benefits communications, and providing guidance on compensation programs, personnel policies, and procedures. Coordinates onboarding/separation process for Library's academic, staff, and student employees.
• Serves as lead person for department's 30+ staff members' travel arrangements and coordination of travel expenses, delegating duties as needed with minimal supervision. Prepares/reviews travel expense reports and entertainment expenses for Library staff using the online travel and expense reimbursement systems while identifying non-state-funded travel exceptions and obtaining approvals as needed.
• May supervise library administration student employees and manage recruitment and hiring process of unit's student employees.
• Prepares and submits department's student employee recruitment, hiring, extension, and separation forms and assists with onboarding/separation processes for Library staff and students.
• Coordinates a variety of special events/conferences/meetings for Library staff members (including Library exhibits, faculty events, University Librarian lunches, and on-campus conferences), which includes communication and coordination with off-site speakers, vendors, in-state and out-of-state travelers, and visitors including airfare, hotel, rental car, conference room reservations, parking, calendaring and catering requests.
• Prepares Library's quarterly Fine Art audit report inventorying 175+ art items on four different floors valued at $250,000 and works in coordination and compliance with Risk Services.
• Manages administrative library conference rooms, ensuring that all room reservation requests are processed promptly and appropriate arrangements are made.
• Backs up Library reception area student assistants in screening and directing incoming guests, faculty, staff, and students in person and by phone.
• Serves on departmental search committees, including review/rating of applicants, candidate interviews, and committee discussions.
• Shares responsibility with University Librarian Executive Assistant in attending and taking detailed minutes at weekly Library Executive Team meetings.

General Office Duties:

• Maintains shared office desk manual and electronic and paper filing systems.
• Collects and analyzes data required for special projects and prepares report summaries.
• Prepares various email correspondence to staff, faculty, vendors, visitors, candidates, etc.
• Proofreads documents for accuracy and grammar.
• Distributes correspondence as directed, in a timely and confidential manner.
• Maintains the Library's annual staff meeting schedule and organizes monthly staff meetings.
• Coordinates conference calls; arranges catering for meetings, special events, exhibit receptions.
• Provides assistance and guidance to Library visitors.
• Provides positive customer service to both internal and external customers at all times. Is overtly helpful in meeting customer needs.

Collections Unit:

• Serves as lead on coordination and processing of Library Collection unit's invoices and journal/e-book/subscription renewals totaling $1.5 million. Includes review of invoice amounts to ensure compliance with contracted amounts and independent follow-up with vendors on errors/credits.

Executive Support:

• Works closely with Executive Assistant to University Librarian to provide backup calendaring and assistant support to the University Librarian as well as shared departmental support with Executive Assistant on purchasing, travel, catering, conference room calendaring, and event coordination.

EDUCATION and EXPERIENCE

• High School Diploma, General Equivalency Degree (GED), or High School Equivalency Diploma (HSED) or equivalent. (Required)
• Bachelor's degree from an accredited university. (Preferred)
• Five (5) 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.

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.