UC Merced
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Administrative Assistant II (50% time)
Job Category:   Administrative/Clerical
Unit:   Student Affairs
Position Code:   SGD4849A
Status:   Filled
Closing Date:   09/04/2013
Salary:   $18.17 Hourly
Location:   Campus Site
Background check:   Background check and fingerprinting may be required

The University of California, Merced is the newest and tenth campus of the University of California system and the first American research university built in the 21st century. With close to 6,200 students, UC Merced has planned for additional student growth until we reach an enrollment of approximately 25,000 students. With undergraduate, graduate, and PhD programs, plans for a future medical school program, partnerships and community involvement, the UC Merced campus is continually evolving, requiring talented, knowledgeable and dynamic educators, researchers, management and staff.

The mission of Graduate Student Services (GSS) is to provide coordinated services, events, information and support to enhance and enrich the educational experience of UC Merced graduate students. GSS aims to provide intellectual and social assistance to graduate students through a collaborative campus-wide effort, with the goal of helping students achieve a successful work-life balance, develop professional and personal leadership skills, overcome barriers, and build connections to campus resources, fellow graduate students, faculty and staff. The Administrative Assistant is supervised by the GSS Administrative Officer and works closely with the Coordinator of GSS to provide administrative, budgetary and event support. This is a critical position that supports and coordinates the day-to-day operations of the unit.

Under the supervision of the GSS Administrative Officer, administrative responsibilities include directing phone calls and assisting callers; accurately take and deliver messages; schedule and reserve meetings and conference locations; maintain calendars; copying, faxing, scanning; correspondence, report and form preparation; maintain and update websites and forum and the via Content Management System; compile statistical information using database and spreadsheet programs; communicate effectively to campus constituents; attend campus-wide meetings as needed.

Under the supervision of the GSS Administrative Officer, budget support responsibilities include performing budget analysis and preparing detailed monthly, quarterly and annual budget reports; administering purchasing process and procedures, tracking spending, processing expenses and reconciling accounts; prepare purchase orders, vendor invoices, direct charges, check requests, fund transfers, and other accounting forms as needed; prepare travel requests, conference registration forms and travel advances; prepare and process travel vouchers and claims; compile statistical information using database and spreadsheet programs.

Under the supervision of the GSS Administrative Officer, event support responsibilities includes coordination of activities and events; oversight of event location reservations, facilities requests, catering and vendor coordination; event organization such as check-in, set­ up and tear-down and serving as a back-up event staff, when needed.

Qualifications:   • Bachelor's degree preferred; or an equivalent combination of education and experience.

• Strong customer service skills.

• Ability to work in a fast-paced environment and support multiple functions with fluctuating priorities.

• Must have ability to maintain complete discretion, confidentiality, sensitivity and professional judgment.

• Abilities to: prioritize assignments and independently organize work; demonstrate initiative and follow through in an accurate and timely manner; work cooperatively and consult with other staff members; learn about the university's organizational structure; establish and maintain files.

• Excellent oral and written communication skills required, including use of proper grammar, punctuation, spelling and standard business formats.

• Analytical and logic skills to act independently and follow through on assignments; independent problem solving skills.
To Apply:   Click on the link below to use our new on-line application system.

If you do not have internet access you may mail your application, resume, and cover letter to: University of California, Merced, 5200 North Lake Rd., Merced CA 95343. Please list the job number on the subject line.

NOTICE: This position is not open. We are not accepting applications at this time.

    The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age or protected veteran status.

For the complete University of California nondiscrimination and affirmative action policy see: http://policy.ucop.edu/doc/4000376/NondiscrimAffirmAct.

As of January 1, 2014 the University of California, Merced will be a smoke and tobacco free workplace. Information and the Smoke and Tobacco Free policy is available at

E-Verify: Effective September 8, 2009, 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.
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