Program Specialist (Hybrid) Job Listing at University of California in Merced, CA (Job ID 69960)

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: $27.00- STEP 18: $39.38  The budgeted salary or hourly range that the University reasonably expects to pay for this position is STEP 1: $27.00. 

Job Closing Date

Initial applicant review will begin on or around June 20th, 2024. Posting will remain open until filled.

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

This position is hybrid with a minimum of 3 days/week in-person.

About UC Merced

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 9,000 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.

The Merced 2020 Project, a $1.3 billion public-private partnership unprecedented in higher education and completed in 2020, nearly doubled the physical capacity of the campus, enhancing academic distinction, student success and research excellence. UC Merced also operates the Downtown Campus Center, a $33 million, three-story administrative building located in the heart of Merced.

The university's mission of educational excellence and rigorous inquiry is powered by three schools and numerous research institutes and centers that seek scientific and social solutions for the Valley, California and the world. In partnership with UC San Francisco, UC Merced is preparing the way for a rigorous medical education program.

The course of UC Merced's evolution is piloted by a long-range strategic plan. Enacted in 2021, the 10-year blueprint is guiding how the values of equity and justice influence our pathway to earning Carnegie R1 research status, growing enrollment, upholding our identity as a minority-serving institution, and operationalizing how commitments to equity, diversity and inclusion are enacted in each campus unit.

About the Job

The Sierra Nevada Research Institute seeks a team-oriented Program Specialist to support three main areas of operations: human resources, general office administration, and other research administration functions. Responsibilities include, but are not limited to, hiring, onboarding, and extension of appointments in accordance with university policies and processes; general department office support (maintaining an in-person office presence and assisting with procurement, events, maintaining websites, etc.); and financial duties associated with research administration.

KEY RESPONSIBILITIES

Personnel Function: 

• In conjunction with APO and Campus HR, the program specialist will support the HR functions of the ORU, including: Hiring, onboarding, and extensions of SNRI staff, student, and academic appointments. 
• Oversee the academic recruitment process, assist search committees with search plans, post recruitments to AP Recruit, obtain funding approvals, and place internal and external advertisements. 
• Point of contact for principal investigators and their employees regarding work-related issues and assist with resolution. 
• As needed work with the Office of International Affairs, the PS will complete the departmental international hire paperwork (J-1 and H-1B Visa) for foreign hires. 
• In consultation with APO or UCM leaves, assist staff and academic appointments with the leave process. 
• Oversee the undergraduate hiring process. 
• Submit paperwork for hiring, separation of appointments, reclassifications, and fund changes. 
• Coordinate funding requests needed on contracts and grants, and in coordination with other fund managers. 
• Work with the Office of Financial Aid and Scholarships to obtain allowed federal work-study appointments and track FWS balance and appointments.
• Coordinate onboarding needs as related to lock and access, IDM and updates org charts.

General Administrative Support: 

• Work closely with leadership to coordinate large, complex conferences, meetings, programs and events: room scheduling, set-up, travel arrangements, reimbursements, parking, catering, advertising, and other special needs. 
• Perform financial duties as assigned, including but not limited to departmental purchasing, reconciliation, and change orders. 
• Assist the unit with departmental meeting support, scheduling, agendas, and meeting minutes. 
• Resolve faculty, staff, and associates' requests or concerns by utilizing University resources, CBS2 standard processes and procedures, and institutional knowledge.
• Maintain the organization's equipment inventory (theft sensitive and high valued) and is the primary liaison on equipment management, and participates in audit reviews on SNRI's equipment assets worth $5,000 or more. Prepare surplus equipment requests and coordinate removal from department with Central Equipment Manager.
• Update and maintain web pages using basic knowledge of web editing tools, assist with social media posting and other online marketing and reporting material preparation. 
• Oversee room and vehicle reservation platforms and tracking. 

Research Administration Support 

• Works in coordination with the SNRI CAO to provide supplemental support to departmental Research Administrators (RAs). This includes but is not limited to the processing of direct retros, fund changes, ITF's and cost transfers if needed. 
• Assists with grants management by running monthly project costs reports from Oracle.

Qualifications

EDUCATION and EXPERIENCE

• High School Diploma, General Equivalency Degree (GED), or High School Equivalency Diploma (HSED) or equivalent. (Required)
• Bachelor's degree in Business, Human Resources, Economics or related area. (Preferred)
• Five (5) years of 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. (Required)

CRITICAL KNOWLEDGE AND SKILLS

• Driver's License (U08): Must maintain valid CA DL, a clean DMV record and enrollment in DMV Pull-Notice Program.
• Ability to apply / interpret organization and university policies and procedures that govern academic personnel and staff human resource positions. (Preferred)
• Knowledge of organization, university, and departmental formal and informal policies and procedures and understanding of variances to stated policies. (Preferred)
• Knowledge of university management systems and other related business software programs and systems to include AP Recruit, digital measures, UC Path, Job Builder, and eDoc. (Preferred)
• Analytical skills to conduct analysis and develop recommendations to the ORU management, principle investigators, and collaborators pertaining to the academic and human resource needs. (Preferred)
• Demonstrated organization, problem solving, and communication skills, ability to communicate effectively both verbally and written with diverse audiences. 
• Excellent oral and written communication skills, with proven ability to understand and interpret complex materials and to formulate and present oral and written material in a logical and comprehensive manner. 
• Skills in organization and customer service to effectively manage multiple important priorities. Proven ability to organize department work functions in an efficient and effective manner. 
• Excellent customer service skills and orientation, with accurate and timely responses to faculty, staff, students, and administration; ability to use discretion and maintain confidentiality. 
• Knowledge of common campus-specific and other computer application programs such as Oracle Alpha Financials, ServiceNow, CBS2 and procurement web systems, travel Concur system, Cayuse record, UC Path Payroll system, eDoc, TRS, and Microsoft Office software. (Preferred)
• Ability to look at a computer monitor for an extended period of time. Required Ability to work collaboratively as part of a team. 
• Ability to adapt to changing priorities.

Background Check

Background check will be required.

Policy Statement

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.

Equal Employment Opportunity:
The University of California, Merced is an Equal Opportunity/Affirmative Action employer advancing inclusive excellence. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, national origin, citizenship, sex, age, marital status, sexual orientation, gender identity or expression, disability, pregnancy, or status as a disabled veteran or Vietnam-era veteran, or other protected categories covered by the UC Nondiscrimination and Affirmative Action Policy. UC Merced intentionally promotes and maintains a discrimination- and harassment-free workplace by demonstrating it neither condones nor tolerates employment practices that discriminate against or harass any person or specific group of persons on the basis listed above. We seek candidates who will support our vision to cultivate a vibrant, equity-minded, inclusive excellence university community. When applying to UC Merced, we strongly encourage you to reflect on our Principles of Community and our 2021 strategic plan.  

Vaccination Program Policy:

As a condition of employment, you will be required to comply with the University of California SARS-CoV-2 (COVID-19) Vaccination Program Policy.  All Covered Individuals under the policy must provide proof of Full Vaccination or, if applicable, submit a request for Exception (based on Medical Exemption, Disability, and/or Religious Objection) or Deferral (based on pregnancy) no later than the applicable deadline.  For new University of California employees, the applicable deadline is 14 days after their first date of employment. 

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/

Employee Referral Program

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. 

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