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Administrative Assistant (18-month Limited)

Company: University of California - Merced
Location: Merced
Posted on: March 11, 2020

Job Description:

Administrative Assistant (18-month Limited)

Job Category:



Undergraduate Education

Position Code:




Closing Date:



$21.49 hourly



Background check:

Background check is required


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 8,000 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.

In Fall 2016, UC Merced broke ground on a $1.3 billion public-private partnership that is unprecedented in higher education. The Merced 2020 Project will nearly double the physical capacity of the campus by 2020, enhancing academic distinction, student success and research excellence. In 2018, UC Merced opened the Downtown Campus Center, a $33 million, three-story administrative building located in the heart of Merced.

About the Position

Under general supervision, the Administrative Assistant for the General Education Program works on operational and procedural assignments that are moderately difficult, requiring judgment in resolving procedural issues. Makes recommendations to implement or improve processes and/or procedures. Works on various tasks ranging in complexity as assigned by management.

Task Management. Examples may include working with senate faculty for tracking action items from multiple committees from beginning to end, office tasks from beginning to end, calendar management, and filing. Manages General Education Program process and training calendar, which may require negotiating time and place. May also include creating systems for tracking processes.

Prepares reports and statistics based on information compiled from various sources to help General Education Program in decision making. Oral and written communication through various applied means, including use of proper grammar, punctuation, spelling and standard business formats. For example, applies standard office software programs, updates and maintains the General Education Web pages using basic knowledge of web editing tools. Prepares responses to routine correspondence by answering the General Education Program email account, phone lines, creating memos, and taking committee meeting minutes. Other examples may include developing filing systems, internal mailing processes and procedures. Prepares responses to routine correspondence.

Budgetary. Prepares purchase orders by researching and recommending vendors/prices/equipment and may identify substitutes. may obtain sourcing and pricing information. Responsible for all aspects of the low value procurement process. Verify FAU accuracy, review order, enter information in online procurement system, communicate relevant information to requestor, log and track orders, follow-up on delivery of items, confirm processing is done timely, process change orders or request expense transfers as needed, accurately upload information to electronic filing system. Assists in preparing budget for General Education Program proposals, monitors expenses, and transfers funds. Makes travel arrangements, negotiating with hotels, et cetera. for best logistical arrangements for rooms.

Coordination. Coordinates various tasks and responsibilities across multiple units from beginning to end. May include coordinating student staff, staff from various units and faculty on software utilization and training. May include event planning including working closely with supervisor to coordinate various new and ongoing events and projects. Utilizes teamwork and positive interpersonal skills. Examples may include, overseeing administrative and logistical arrangements for General Education Program meetings, consultant, and stakeholder meetings; and coordination with staff across multiple units, with limited direction. Also may include determining and coordinating special room and equipment needs. Attending to various coordination needs of the program with little direction.

Other duties as assigned, as related to the General Education Program.


High School Diploma, General Equivalency Degree (GED), or High School Equivalency Diploma (HSED) or equivalent, and three (3) years administrative/clerical work experience, or the equivalent years of 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.

Bachelor's degree or equivalent experience preferred.

Working knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.

Requires excellent verbal and written communication skills, including use of proper grammar, punctuation, spelling and standard business formats, active listening, critical thinking, multi-tasking and time management skills.

Direct knowledge of University of California policies and procedures.

Ability to learn organization-specific and other computer application programs.

Skills to analyze information and learn to synthesize large amounts of data with strong attention to detail.

Ability to use sound judgement in responding to issues and concerns.

Ability to use discretion and maintain all confidentiality.

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.

Apply Online

The University of California is an Equal Employment Opportunity/Affirmative Action employer and invites applications from all qualified applicants, including women, minorities, veterans, and individual with disabilities, who will enrich the teaching, research and public service missions of the university. All qualified applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status. For the complete University of California nondiscrimination and affirmative action policy, see: UC Nondiscrimination & Affirmative Action Policy:

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

Keywords: University of California - Merced, Merced , Administrative Assistant (18-month Limited), Administration, Clerical , Merced, California

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