DFA Administrative Coordinator (Hybrid)

University of California - Merced; Merced (CA); Hybrid; USD 87,340,000 - 127,400,000; Full time

Job summary

University of California, Merced is seeking an experienced DFA Administrative Coordinator to support assigned executives and units within the Division of Finance and Administration. The role requires discretion, independent judgment, and the ability to manage competing priorities.

Reporting to the Associate Vice Chancellor & Chief of Staff, you will coordinate meetings, travel, and communications; monitor action items, maintain files, and assist with special projects.

Qualifications

• High school diploma and/or equivalent certification/experience/training.
• Bachelor's degree (Preferred).
• Direct knowledge of UC policies and procedures is a plus.

Responsibilities

• Provides administrative and operational support for DFA leaders, units and portfolios, including meetings, communications, logistics and follow-up.
• Manages complex calendars, schedules meetings/events, prepares briefing materials, and arranges travel.
• Triages inquiries from shared inboxes and main lines; ensures timely follow-up.
• Serves as primary contact for stakeholders and facilitates communication among leaders and campus partners.
• Monitors action items and ensures completion of divisional priorities.
• Coordinates purchasing, invoicing, travel reimbursements, billing and document preparation.
• Supports onboarding, workspace coordination, and records management.
• Coordinates divisional meetings, workshops, trainings and special events.
• Supports outreach activities, employee engagement, open enrollment and supplier showcases.
• Tracks projects, prepares reports and assists with presentations and briefing materials.

Skills

Administrative procedures

Microsoft Office

Verbal communication

Multi-tasking

Time management

Discretion with information

Interpersonal / leadership

Education

Bachelor's degree (Preferred)

High school diploma or GED

Tools

Microsoft Office Suite

Job description

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

Job Closing Date

Remote/Hybrid eligibility: Hybrid, up to 3 days in the office.

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

Initial applicant review will take place on or around September 17, 2026. Posting may close any time after the review date.

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

Reporting to the Associate Vice Chancellor & Chief of Staff within the Division of Finance and Administration (DFA), the DFA Administrative Coordinator serves as a member of the DFA Office of the Vice Chancellor Team and provides comprehensive administrative, operational, and project coordination support to assigned DFA executives, departments, units, and divisional initiatives. The position may be assigned a portfolio of DFA units, functional areas, or special projects based on divisional priorities and evolving operational needs.

Under general supervision, works on operational and/or procedural assignments that require the exercise of considerable discretion, sound judgment, and independent decision-making. Understands the implications of work performed and makes recommendations to address issues, improve processes, and support effective outcomes. Determines methods and procedures for new assignments and exercises initiative in managing competing priorities.

ADMINISTRATIVE SUPPORT

• Provides administrative and operational support for assigned DFA leaders, units, and functional portfolios, including coordination of meetings, communications, documentation, logistics, and follow-up activities.
• Coordinates complex calendars, schedules meetings and events, manages correspondence, prepares briefing materials, and arranges travel and logistical support.
• Monitors and responds to shared departmental email inboxes and main telephone lines, triaging inquiries, routing requests, and ensuring timely follow-up and resolution of issues.
• Serves as a primary point of contact for internal and external stakeholders and facilitates effective communication among leaders, departments, and campus partners.
• Monitors action items and follow-up activities to ensure timely completion of assignments and divisional priorities.

DEPARTMENT OPERATIONS AND ADMINISTRATIVE COORDINATION

• Supports departmental administrative operations including purchasing transactions, invoice processing, travel and entertainment reimbursements, billing and recharge activities, records management, and document preparation.
• Assists with onboarding activities, workspace coordination, and other operational processes.
• Maintains departmental files, reports, and administrative records in accordance with university policies and procedures.
• Coordinates divisional and/or departmental meetings, workshops, trainings, outreach efforts, and special events, including logistics, registration, communications, materials preparation, and post-event follow-up.
• Supports divisional programs, events, and outreach activities, including but not limited to employee engagement initiatives, open enrollment campaigns, procurement and supplier showcases, information sessions, training programs, leadership forums, and community outreach events.

PROJECT AND INITIATIVE COORDINATION

• Tracks divisional projects, initiatives, and assignments; maintains project documentation, status updates, timelines, and follow-up items.
• Coordinates meetings, materials, and communications for initiatives and special projects.
• Supports cross-functional work with DFA units and campus partners.
• Coordinates and supports departmental and divisional projects from initiation through completion, including tracking milestones, deliverables, action items, and project communications.
• Conducts research, compiles information, prepares reports, and assists with the development of presentations, communications, and briefing materials.
• Supports special assignments and strategic initiatives requiring independent judgment, initiative, diplomacy, and problem-solving.
• Responds to inquiries and coordinates communication on matters of importance to assigned leaders, departments, and divisional priorities.

Qualifications

EDUCATION and EXPERIENCE

• High school diploma and/or equivalent certification/experience/training.
• Bachelor's degree. (Preferred)

AND

• High School Diploma, General Equivalency Degree (GED), or High School Equivalency Diploma (HSED) or equivalent, and five (5) years administrative/clerical work experience.
• Bachelor's degree in a related area and one (1) year of administrative/clerical work experience that has led to the development of the skills, knowledge, and abilities essential to the successful performance of the duties assigned to the position is required.
• Direct knowledge of University of California policies and procedures. (Preferred)

CRITICAL KNOWLEDGE and SKILLS

• Thorough knowledge of administrative procedures and processes including Microsoft Office Suite and other computer applications.
• Requires good verbal and written communication skills, active listening, critical thinking, multi-tasking and time management skills.
• Skill in managing sensitive and confidential information.
• Requires interpersonal and work leadership skills to provide guidance to personnel.

Background Check

Background check required.

Policy Statement

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/