FM Admin Assistant (On-site)

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 $25.27 - $35.90. The budgeted hourly range that the University reasonably expects to pay for this position is Step 1: $25.27/hr.

Initial applicant review will begin on or around May 17, 2024. Posting will remain open until filled.

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

Remote/Hybrid eligibility: This position is fully on-site.

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.

The FM Administrative Assistant is part of the administrative operations team and will assist with coordinating administrative tasks for Facilities Management. The incumbent is responsible for assisting with the daily operations of the FMHelp service desk.

The incumbent must have exceptional organizational and communication skills to ensure quick and accurate processing of recharges and financial duties despite constant interruptions from requests made by the campus community and internal customers.

The incumbent is responsible for interpreting UCOP and UCM policies, as well as assisting in developing/updating department policies. This position will also assist in maintaining and continually updating FM Admin processes and procedures.

The incumbent will provide general system administration support for our Computerized Maintenance Management System (CMMS), also known as TMA. The FM Admin Assist will serve as backup to the other administrative staff in Facilities Management.

KEY RESPONSIBILITIES

• Responsible for determining, reviewing, and processing all recharge work orders. Before recharging, review all completed rechargeable work orders for accuracy of labor hours, materials purchased, and account information.
• Process and review various reports, such as the Finished Work Order Report, Oracle Orders Reports, ProCard Reports, and others.
• Generate and format various system reports on a weekly, monthly, annual, and as needed basis for transferring data into the CMMS system.
• Performs financial duties within Facilities Management, including, but not limited to, purchasing requests, recharges, and request cost transfers while ensuring appropriate internal controls are addressed, maintained, and strengthened to protect University resources.
• Purchasing duties include following up on all orders to ensure they are received, paid, and closed in a timely manner.
• Purchasing requests include low-value and catalog orders, as well as processing of ProCard receipts and travel & business expense reimbursements into Concur.
• Requiring interaction with CBS2, Procurement, staff across campus, and vendors.
• Responsible for daily operations of the FMHelp service desk by acting as liaison between the University community and Facilities Staff and interacting with customers in person, over the phone and through email.
• Must ask pertinent questions to dispatch assistance; analyze all situations accurately and take proper action; think and act quickly in emergencies with effective and efficient communications; notify the unit, shop, and/or crew personnel and supervisors of the problem.
• Responsible for dispatching of work order requests and the overall life cycle of a work order.
• Determine required task codes to be attached to work orders and the appropriate trade(s) to resolve the issue(s) and minimize the disruption of services.
• Assist in determining work order priorities based on the needs and urgency of the work order.
• Identifies and escalates priority issues and emergencies to the superintendent, building manager, and/or senior management. Coordinate resources to correct problems and satisfy customer needs. Maintain positive/open lines of communication with all departments to facilitate emergency responses.
• Applies standard office software programs that include the straightforward application of formulas; uses software to display information with both text and graphics.
• Develops filing systems, internal mailing processes and procedures.
• Oversees administrative and logistical arrangements for conferences involving multiple parties, receiving limited direction. Determines special room and equipment needs.

EDUCATION and REQUIREMENTS

• High school diploma and/or equivalent certification/experience/training.
• Three (3) 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.
• CA Driver's License.

CRITICAL KNOWLEDGE AND SKILLS

• Two (2) to three (3) years experience in customer service in a front office, maintenance or construction dispatching.
• Solid communication, interpersonal, and customer service skills to communicate effectively with all levels of staff verbally and in writing.
• Solid organizational skills, strong attention to details and ability to multi-task with demanding timeframes.
• Working knowledge of common organization-specific and other computer application programs.
• Knowledge of WebTMA, and other databases.
• Ability to use discretion and maintain confidentiality.
• Ability to use sound judgment 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.

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/

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 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.