"Administrative Assistant (On-site)"

Administrative Assistant (On-site)

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. The full salary range for this position is Step 1: $27.17/hr - Step 17: $38.61/hr. The hourly range the University reasonably expects to pay for this position is Step 1: $27.17/hr.

Job Closing Date

This posting will remain open until filled with initial applicant review expected to be on or around March 13, 2026.

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.

About the Job

The Administrative Assistant provides comprehensive administrative and operational support to the UC Merced Department of Recreation & Athletics. As a key member of a growing NCAA Division II program, the Administrative Assistant supports coaches, department leadership, student-athletes, and campus partners by coordinating daily operations, managing communications, and ensuring smooth execution of departmental activities. This role contributes directly to UC Merced's mission of fostering student success, community engagement, and competitive excellence. Responsible for maintaining knowledge of and compliance with NCAA, conference, and athletic department rules and regulations related to student-athlete eligibility within the scope of assigned duties.

KEY RESPONSIBILITIES

Administrative Support

• Serve as the primary administrative contact for UC Merced Athletics, responding to inquiries from students, staff, faculty, parents, and community members.
• Manage calendars for department leadership.
• Maintain organized digital and physical filing systems in compliance with UC policies, NCAA Division II regulations, and CCAA/MPSF/WWPA conference requirements. Support onboarding processes for new staff, and volunteers, including coordination with HR and campus partners.

Business Office Support

• Working with the CAO track departmental budgets, monitor expenditures, and assist with financial reporting for sport programs and administrative units.
• Maintain inventory of office supplies, athletic equipment, and departmental materials.
• Working with the Travel and Admin Coordinator, support coaches and administrative staff with processing travel reimbursements in Concur.
• Provide procurement support to the department in coordination with Travel and Admin Coordinator

Compliance and Student-Athlete Support

• Support the Assistant Director for Student-athlete Services by supporting scheduling academic meetings, SALA appointments and other student-athlete support needs.
• Assist with maintaining records required for NCAA Division II compliance, including eligibility documentation, recruitment logs, and training certifications.
• Assist the Associate Director, Athletic Compliance in the creation and distribution of the Student- Athlete Compliance Newsletter.
• Oversee the Student-Athlete Fueling Station through stocking the space and managing inventory.
• Working with the Associate Director, Athletic Compliance track team athletic aid allocations.
• Assist with documents and processes of managing student-athlete athletic aid.

Qualifications

EDUCATION and REQUIREMENTS

• High school diploma and/or equivalent certification/experience/training.
• Associate degree in related field from an accredited institution (Preferred)
• Bachelor's degree in related field from an accredited institution (Preferred)
• Two or more years of administrative experience, preferably in higher education, athletics, or a related field.

CRITICAL KNOWLEDGE AND SKILLS

• Strong organizational skills with the ability to manage multiple priorities in a fast-paced, evolving environment.
• Excellent written and verbal communication skills.
• Proficiency with office software (Microsoft Office) and ability to learn UC Merced systems.
• Ability to work independently, exercise sound judgment, and maintain confidentiality.
• Familiarity with UC Merced systems such as Concur, CatBuy, and other campus platforms. (Preferred)
• Experience working in a collegiate athletic department, particularly within NCAA Division II. (Preferred)