SSHA Academic Department Specialist (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 salary or hourly range the University reasonably expects to pay for this position is $28.13.

Initial applicant review will begin on or around June 16th, 2025. Posting will remain open until filled. This position is hybrid eligible.

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

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.

Under the direction of the SSHA Assistant Dean of Finance and Departmental Operations and led by the Department Services Manager in the School of Social Sciences, Humanities and Arts (SSHA), the Academic Department Specialist will implement and maintain efficient local administrative/operational processes. The Academic Department Specialist will be assigned to work with departments and chairs to support them in executing their responsibilities by providing events and administrative support, project management, policy consultation, and financial consultation. The Academic Department Specialist is the point of support for multiple departments and may supervise student staff.

KEY RESPONSIBILITIES

• Administrative Operations: Manage department records and compile information/data into reports. Maintain and update the department and its auxiliary websites. Coordinate/schedule and facilitate department faculty meetings and other departmental meetings. Create meeting agendas and minutes. Create and disseminate surveys/internal votes and provide data analysis and reports. Manage inventory and equipment for the department. Gather data to assist with course scheduling. Collect and archive syllabi for all courses, and manage desk copy ordering process for graduate students. Take meeting notes that record deliberations and actions needed for smooth functioning, especially in the transition between chairs. Provide follow-up and track the action items from meetings to ensure the items are completed. Keep track of dates and deadlines established by the campus. Provide department support with scheduling room reservations and other meeting logistics.
• Event Support: Plan, organize, and implement department faculty events, which may include symposiums, conferences, seminars, admission events, and banquets. Consult with clients on details regarding events and event planning. Plan and manage medium to moderately complex events involving guests from multiple locations such as other public institutions, research institutions, private sector, alumni, and interested donors. Identify potential event locations and vendors. Develop and coordinate guest lists. Perform resource analysis and develop an execution plan including ensuring funding is available. Ensure compliance with fire marshal and campus policies surrounding events when necessary.
• Financial Support: In consultation with Department Services Managers, effectively support department financial processes, review outstanding encumbrances related to Purchase Orders (POs) and consult with requesters to confirm receipt of goods/services, closing POs to release remaining funds. Address "Hold Invoices" by resolving issues like mismatched PO information or vendor discrepancies to ensure prompt processing and posting of expenses within the current fiscal year. During fiscal closure, assist with the accrual process for pending invoices and travel expenses, working with SSHA Finance to confirm that goods/services were received by the year-end, ensuring carryforward funds are properly accounted for in the new fiscal year. Support department budget tracking and assist with reconciling accounts. Create and maintain spreadsheets and reports on departmental operations, purchasing, and travel. Handle department purchases on behalf of faculty and provide procurement, reimbursement, and travel support. Provide policy consultation as needed.
• Communications Support: Communicate (by email, zoom, teams, in-person, or phone) with central offices such as the Academic Personnel Office, Procurement, Space, Web management, Campus Assessment Office, Facilities, IT, Office of the Registrar, Human Resources, etc. The Academic Department Specialist will field questions and connect with appropriate people within the schools and externally to convey information requested by the chair or to determine answers to the faculty and chair's questions. The Academic Department Specialist will advise faculty and department chairs on the campus policies and procedures concerning campus business services and related systems. Manage communications for assigned department(s) and serve as the point of contact for the department(s). Answer questions related to campus business processes and departmental operations from external and internal clients (often researching the questions and/or contact other offices for clarification on rapidly evolving procedures). Communications may also include calls for information, submission, and collection of materials for a variety of processes.
• Personnel Support: Review, collect documentation, and submit Independent Contractor packets to SSHA Academic Personnel; initiate student staff hires, including verification of funding. Collaborate and track submissions of annual requests, ie. sabbatical, leaves, near relative.
• Led by the Department Services Manager, implement and maintain efficient local processes. May supervise student staff. The Academic Department Specialist will be the point of contact for their designated departments and will maintain an archive of documents, flyers, brochures, and other related print and digital material for their designated departments.

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, OR 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 the duties assigned to the position is required. Direct knowledge of University of California policies and procedures is preferred. (Required)

CRITICAL KNOWLEDGE AND SKILLS

• Working knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.
• Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing.
• Solid organizational skills and ability to multi-task with demanding timeframes.
• Working knowledge of common organization-specific and other computer application programs.
• Ability to use discretion and maintain confidentiality.
• Ability to use sound judgement in responding to issues and concerns.

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.

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.

It is the policy of the University of California to undertake affirmative action and anti-discrimination efforts, consistent with its obligations as a Federal and State contractor.

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.