Administrative Officer 2 (Hybrid)

University of California Merced; Merced (CA); Hybrid; USD 87,337,000 - 127,395,000; Full time

Job summary

University of California, Merced is seeking an experienced Admin Operations Officer AO2 to lead administrative operations for the Director and unit leads. The role requires coordinating with chairs, faculty, staff, and students, and ensuring compliance with policies and deadlines in a dynamic university environment.

The position emphasizes strong communication, planning, and collaboration across campus units, with responsibilities spanning personnel, financial administration, and event

Qualifications

• Bachelor's degree in Business Administration, Business Management, or related area; equivalent experience acceptable.
• One year of administrative/clerical work experience required.

Responsibilities

• Oversee academic recruitment processes, post recruitments, and coordinate campus visits.
• Manage monthly financial reports, including payroll and cost transfers, with the SoE financial team.
• Coordinate events for departments, including room scheduling, travel, and accommodations.
• Provide administrative support, including purchasing, documentation, and records maintenance.

Skills

Communication skills

Discretion

Analytical ability

Microsoft Office

Event coordination

Confidentiality

Education

Bachelor's degree in Business Administration/Management or related field

1 year administrative/clerical experience

High school diploma or equivalent + 5 years admin/clerical experience

Tools

Zoom

ServiceNow

Job description

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Job ID 89240

Location Merced

Full Time

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Hiring Range

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 range the University reasonably expects to pay for this position is Step 1: $30.48/hr - Step 18: $44.46/hr

Job Closing Date

Remote/Hybrid eligibility: This position will be hybrid with a majority onsite presence of around 3 days per week

CANRA (U13): Mandated Child Abuse Reporter

Initial applicant review will take place on or around October 15th, 2026. Posting may close any time after the review date.

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

About UC Merced

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.

About the Job

Under the supervision of the Director of the Admin/Operational Services, the Admin Operations Officer (AO2) serves as a unit leader, providing comprehensive coordination and execution of administrative operations for the Director and other unit leads in the school. The Admin Operations Officer 2 will serve as a lead point of contact for department chairs, faculty, students, and staff, referring parties to the appropriate resources, and will serve as a liaison to work collaboratively with the community and other campus units. The individual will need strong evaluation and discernment, and the ability to plan, monitor, and assess progress and outcomes. The School/Department AO2 will be a self-motivated individual with strong interpersonal skills and the ability to prioritize and manage a variety of complex projects simultaneously, with accuracy and attention to detail, in an environment with changing priorities and deadlines. The incumbent must have knowledge of, appreciation for, and experience working with a diverse population of colleagues, including students, staff, and faculty. This position requires excellent written and oral communication skills, organizational skills, customer service skills, and an understanding of etiquette when dealing with a diverse university constituency at various levels. The position will be customer-focused and characterized by a high degree of collaboration and coordination. The incumbent is an important member of the administrative and operational services unit, where teamwork is essential to the unit's success. This position will serve as a unit lead, assigning and training the Department Specialist and Front Desk Clerk. They will participate in the development and revision of standard operating procedures and guidelines. Assess and recommend changes to maintain compliance with federal and state requirements and internal policies. The position requires balancing multiple, often simultaneous, activities and the ability to prioritize work to ensure that tasks are completed on time.

KEY RESPONSIBILITIES

Personnel Function:

• Supports faculty search committees: Oversees the academic recruitment process and assists search committees with search plans, posts recruitments to AP Recruit, obtains funding approvals, and places internal and external advertisements. Works with the Central Academic Personnel office to ensure posting adheres to UC Policies. Coordinates campus visits through a selection of final candidates. Collect data and information from multiple sources and prepare complex reports as needed. Participates in the development and revision of standard operating procedures and guidelines. Oversee the undergraduate hiring process for the school of engineering, including all academic departments. Will collaborate with payroll and student employment services to post recruitments for student appointments, submit paperwork for hiring, separation of appointments, reclassifications, and fund changes. Coordinates funding requests with contracts and grants, SoEFinancials, and other fund managers. Works with the Office of Financial Aid and Scholarships toobtain allowed federal work-study appointments and tracks FWS balance and appointments.

Finance and Operations Administration:

• Working under the direction of the School Financial team, query and run monthly general ledger financial reports and distribute personnel expenditure reports for the school department accounts, including but not limited to faculty/staff personnel, instructional, capstone, and grad group funds. Provide preliminary reconciliation of personnel and non-personnel expenditures, and ensure electronic financial backup documents are maintained and archived in the reconciliation box folder. Responsible for monthly review and analysis of general and instructional accounts, ensuring balanced ledgers, review of cost allowability, preparation of both payroll (direct retros) and non-payroll cost transfers (n-pct), assisting with transfer of funds, interlocation transfer of funds, and journal entries in cooperation with the SoE financial team. Complete Smart View ad-hoc department monthly financial reports, projections/forecasts, cost transfers, direct retro/payroll transfers, budget requests, interlocation transfer of funds, reconciliation, closeout, and fiscal close for department funds.

Event Coordination and Admin Support:

• Oversight of event coordination for all departments within the school, not limited to event planning and logistics for conference room and equipment reservations, scheduling of on- and off-campus facilities, catering, and distinguished guests' travel arrangements while interacting with other campus units such as Marketing and Conference Services (Auxiliaries-Housing unit), Campus Communications, Risk Management, CBS2, Central Travel, and SoE Financials. Working directly with Procurement and Central Travel and adhering to UC Travel and entertainment policies, expedites and streamlines coordination and processing of travel and entertainment reimbursements for department chairs, distinguished speakers, and guests.

Administrative Support:

• Works closely with the front desk administrative assistant and school on programs, events, and activities, coordinating administrative services. Room scheduling, set-up, travel arrangements, reimbursements, parking, catering, and other special needs. Manages and maintains files and records for the operational services unit. Will assist the unit with departmental meeting support, scheduling, agendas, and meeting minutes. Performs financial duties as assigned, including but not limited to departmental purchasing, reconciliation, change orders, invoicing, and ProCard processing. Data entry is in ServiceNow for purchasing requests and invoices. Lock & Access Coordination: Determines lock and access for all constituents in the School - faculty, students, and staff. Coordinate CatCard access for the School overall and for department chairs as directed. Ensure that those who need access have completed the proper training. Will oversee the key issuance process.

Qualifications

EDUCATION and EXPERIENCE

• Bachelor's degree from an accredited university in Business Administration, Business Management, or a related area or equivalent experience/education/training.
• Bachelor's degree in a related area and one (1) years of administrative/clerical work experience which have led to the development of the skills, knowledge, and abilities essential to the successful performance of duties assigned to the position is required.
• High school diploma, GED, or equivalent, and five (5) years of administrative/clerical work experience, or the equivalent years of work experience that have led to the development of the skills, knowledge, and abilities essential to the successful performance of the duties assigned to the successful performance of the duties assigned to the position is required.

CRITICAL KNOWLEDGE and SKILLS

• Ability to use sound judgment in responding to issues and concerns. Solid communication and interpersonal skills to communicate effectively with all levels of staff, faculty and students verbally and in writing.
• Ability to research and analyze information to formulate/implement solutions for improvement. Familiarity with the academic setting. Demonstrated ability to maintain the highest level of tact and diplomacy in interactions with faculty, colleagues, and students.
• Knowledge of a variety of administrative operational activities such as event planning, academic planning, risk management, accounting, and records retention regulations and guidelines.
• Ability to use discretion and maintain confidentiality.
• Ability to use and/or effectively learn various systems and software applications (e.g., Microsoft Suite, Zoom, etc.).

Background Check

Background check required.

Policy Statement

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). 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/