Executive Assistant 3 Job at University of California Merced in Merced

Executive Assistant 3

Hiring Range

Salary range: $73,600 - $88,600.

Job Closing Date

This position requires on‑site campus work. Initial application review begins around December 15, 2025, with first interviews the week of January 5, 2026.

About UC Merced

The University of California, Merced is the newest of the UC system’s 10 campuses and a young R1 research university. With approximately 9,100 undergraduate and graduate students, UC Merced offers bachelor’s, master’s and doctoral degree programs, strong research partnerships, and a growing community in the San Joaquin Valley. Ranked in the top 30 among public universities and #1 for social mobility, UC Merced is a cutting‑edge, 21st‑century research institution.

About the Job

The Executive Assistant 3 provides high‑level executive support to the Chancellor and the Chancellor’s Office, ensuring smooth operations and professionalism. Reporting to the Administrative Operations Manager and Senior Executive Assistant, the role independently manages administrative, operational, and special‑project activities. The assistant liaises with senior university officials, external stakeholders, and community leaders, exercising high judgment, diplomacy, and confidentiality. Responsibilities include handling confidential information, managing complex schedules, overseeing communication, coordinating recruitment activities, organizing events, and ensuring compliance with university policies.

Key Responsibilities

1. Executive Support and Operations Management: Serve as gatekeeper for the Chancellor and assistant/associate chancellor, triage requests, prioritize issues, and manage access. Manage complex calendar, coordinate meetings, logistics, and briefings; prepare executive materials; handle confidential correspondence; and maintain executive records.
2. Front Office and Communication Management: Act as primary contact for the Chancellor’s Office, providing professional service to faculty, staff, students, parents, and external agencies. Oversee front‑office operations, manage correspondence, mail distribution, supplies, and office equipment. Take minutes, prepare action plans, and track deliverables from executive and bargaining meetings.
3. Travel and Finance Administration: Coordinate complex domestic and international travel for the Chancellor and assistant/associate chancellor. Prepare, audit, and submit travel and entertainment reimbursements; manage budget items, procure goods and services, reconcile financial records, and resolve vendor concerns.
4. Special Projects, Recruitment Coordination, and Ad Hoc Assignments: Support executive recruitment across campus; research, compile, and synthesize data for reports and presentations; update standard operating procedures; assist new staff onboarding; represent the Chancellor’s Office in meetings and follow‑up on action items.
5. Records and Information Management: Safeguard highly sensitive information; oversee document retention, secure storage, and retrieval of executive records; ensure confidentiality of bargaining unit actions and proposals.
6. Government Relations Support: Provide administrative support to the government relations professional staff as needed.

Qualifications

• Bachelor’s degree or equivalent experience/training.
• Three (3) years of progressively responsible experience as an administrative or executive assistant, preferably in higher education, or a combination of education, training, and experience.
• Thorough knowledge of administrative procedures and processes; proficiency in MS Word, Excel, PowerPoint, and Outlook, with ability to learn campus‑specific software.
• Strong verbal and written communication, active listening, critical thinking, multitasking, and time‑management skills; effective communication with all campus levels.
• Familiarity with campus processes, protocols, and procedures.
• Ability to juggle multiple calendars under shifting priorities and deadlines; apply independent judgment.
• Use high‑level discretion and maintain confidentiality, including management of sensitive bargaining unit information.
• Political acumen and sensitivity to differing perspectives within campus and external stakeholders.

Background Check

Background check required.

Policy Statement

How to Apply: An online application is required. The university is aware of application challenges for differently‑abled applicants and will provide accommodations when appropriate. For applicants needing assistance, contact ucmjobs@ucmerced.edu.

As a condition of employment, candidates who accept a conditional offer must disclose any final administrative or judicial decisions related to misconduct within the last seven years.

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 any other protected categories under the UC Anti‑Discrimination Policy.

Smoke and Tobacco Free Policy: UC Merced is a smoke and tobacco free workplace. Policy information is available at http://smokefree.ucmerced.edu.

E‑Verify: All employers with federal contracts or grants must use E‑Verify. Certain positions require notification of an E‑Verify check; candidates must pass the check.

Pay, Benefits & Work Schedule: For comprehensive benefits information, visit http://ucnet.universityofcalifornia.edu/compensation-and-benefits/.

To apply, visit https://careerspub.universityofcalifornia.edu/psc/ucm/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&JobOpeningId=82839&PostingSeq=1&SiteId=25&languageCd=ENG&FOCUS=Applicant.