Chief Administrative Officer (On-site)

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

Under the direction of the Director of Administration and Budget, the Chief Administrative Officer (CAO) is responsible for providing administrative and financial support for STUDENT HEALTH & WELLNESS. This involves managing, planning, and administering administrative services and general operations, including, but not limited to, the operating budget; fiscal management of all financial activities and functions such as budgeting and purchasing; human resources; equipment & technology management; and space planning.

The incumbent is responsible for financial and budgetary planning and oversight, managing the full range of budgets, operational and discretionary funds, general accounting and invoicing processes, financial reconciliations, procurement, and compliance with UC Policy and procedures. The incumbent develops administrative and budgetary processes and procedures and provides budget reviews to department heads, along with financial consulting support for oversight of financial, administrative, and budgetary responsibilities.

Regular duties also include interfacing with Payroll, Human Resources, and department hiring managers in the recruitment process.

Advanced knowledge and understanding of all aspects of conducting business within the University is required, including, but not limited to, purchasing, accounting, budgets, contracts, payroll, human resources, facilities, equipment, and information technology.

KEY RESPONSIBILITIES

Financial Management

• Support key financial processes (annual budget call, recharge rate updates, fiscal closing).
• Coordinate and lead monthly budget review meetings, providing detailed monthly budget-to-actual reports for department directors, showing appropriations, expenses to date, balances, and spending trends, forecasting, and fund management for Health Services, Counseling Services, Care Advocacy, the Health Promotion Department, and Employee Health.
• Responsible for generating, modifying, and disseminating financial or other resource reports for analyzing and forecasting staff/student salaries, budgets, contracts, grants, and gifts.
• Prepare budget requests and cost transfers as needed.
• Serve as Fiscal approver and Chief Administrative Officer (CAO) for unit.

Human Resources and Payroll Management

• Coordinate and assist with HR-related administrative operations, including documentation for new classifications, reclassifications, recruitment, equity adjustments, and separations.
• Maintain staffing lists for all employees from an administrative standpoint.
• Maintain and analyze staffing data to support workforce planning and effective resource allocation.
• Coordinates and reviews all documents required to onboard new employees.
• Verifies employment status and maintains accurate employee records within the department's central repository, contact information, and other appointment information.
• Reviews payroll data on a monthly frequency, reconciles against variances on the ledger, and analyzes data for salary cost transfers, etc.
• Verifies available/applicable funding and ensures required signatures are obtained. Works with supervisors, business officers, and payroll office to monitor the appointment status of permanent/contractual staff, and student employees. Develops and recommends changes to internal procedures for payroll processing for all units supported by the Department of Student Health and Wellness.

Administrative & Operational Support

• Supports administrative operations. Recommend and strengthen internal controls to protect University resources. Develop and recommend internal policy/procedural changes. Represent the departments on business issues within the university and serve on committees. Research and resolve administrative issues and discrepancies.
• Executes additional projects, responsibilities, and administrative functions as assigned to support the evolving needs of the department and division.

Qualifications

EDUCATION and REQUIREMENTS

• Bachelor's degree From an accredited university from an accredited university in Business Administration, Business Management, Finance, Accounting, or a related area, or equivalent experience/training.
• 2 years directly related, progressively responsible experience in administrative operations, or an equivalent combination of education, training, and experience.

CRITICAL KNOWLEDGE AND SKILLS

• Advanced knowledge of campus policies, practices, and systems in the areas of personnel management, finance, and general operations management for specified areas including recharge administration, equipment, travel, and procurement. Preferred
• Ability to identify, collect, and analyze information from multiple sources for purposes of financial reporting, staffing reconciliation, and providing overall guidance to departments supported. Preferred
• Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management. Preferred
• Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills.
• Solid knowledge of common University-specific computer application programs, such as Oracle and Concur.
• Ability to use discretion and maintain confidentiality.
• Strong skills in short-term planning, analysis, problem-solving, and customer service.
• Thorough knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees. Preferred