Administrative Assistant

Payroll Title: Blank Assistant 3

Job Code: 004722

Job Open Date: 9/27/24

Application Review Begins: 10/14/24; open until filled

Department Code (Name): BENG (DEPARTMENT OF BIOENGINEERING)

Percentage of Time: 50%

Union Code (Name): CX (Clerical)

Employee Class (Appointment Type): Staff (Career)

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $28.44 to $30.41/year. Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University. The full salary range for this position is $28.44 to $40.76/year.

Work Location: BioEngineering Building, Room 1110

Working Days and Hours: M-F; 4 hrs./day within 8:00am - 5:00pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: An in person work arrangement is preferred, but a hybrid option of up to two remote days may be considered.

Special Instructions:

For full consideration, please include a resume and a cover letter as part of your application.

Department Marketing Statement:

The Department of Bioengineering is a hub for research and teaching at the interface of biology, engineering and physical sciences. It builds on UC Santa Barbara's strengths in biophysics, biomaterials, biomolecular discovery, and computational and experimental systems biology, enabling fundamental scientific discoveries to be transitioned to applications in medicine and biotechnology. The Department of Bioengineering is deeply committed to supporting a diverse cohort of students, researchers, faculty, and staff from all backgrounds to develop as scholars and professionals. The Department adheres to the University of California Diversity statement that underscores the importance of educating a diverse population. The Department embraces the fact that diverse teams improve our ability to innovate and solve problems effectively.

Benefits of Belonging

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC

Brief Summary of Job Duties:

The Administrative Assistant for the Department of Bioengineering serves as the point of contact for the Department. Assists in organizing and planning as well as executing Bioengineering events. Provides general administrative, financial support for the department. Provides general assistance for Department of Bioengineering related activities as directed by the Department Chair and Business Officer. Assists with building access control and with compiling information and reports as it relates to the operation of the department.

Required Qualifications:

• High school diploma or GED.
• 1-3 years of experience with word processing, spreadsheet, and database applications.
• Requires good verbal and written communication skills, active listening, critical thinking, multi-task and time management skills.
• Excellent customer services skills.
• Ability to work within tight timeframes and meet strict deadlines.

Preferred Qualifications:

• Thorough knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.
• Requires interpersonal and work leadership skills to provide guidance to other nonexempt personnel.
• Strong written and oral communication skills.

Special Conditions of Employment:

• Satisfactory conviction history background check
• UCSB is a Tobacco-Free environment

Job Functions and Percentages of Time:

• 65% Administrative Support - Provides general administrative support for the department and any departmental training grants, including but not limited to, composing memos, taking minutes, scheduling appointments and meetings, preparing and formatting reports, gathering and formatting statistical data, gathering and formatting documents pertaining to departmental outreach, training grants, and departmental support. Maintains general office equipment, contacts vendors for maintenance when necessary. Independently responsible for maintaining the departmental supply inventory for courses as well as staff and faculty needs. Serves as a delegate and books travel arrangements in Concur, as needed. Coordinates the process of travel reimbursement and miscellaneous business expense reports in Concur. Assists with design of new web pages, updating current web pages and content as needed, as well as posting to social media platforms.

• 15% Access Control - Independently determines when individuals have met the requirements for access to departmental/BioEngineering Building facilities. Maintains the system within the department which tracks all personnel and information pertaining to departmental access and training. Ensures that all department entrance/exit forms are completed, and ensures that the departmental access forms are accurate and contain appropriate signature approvals. Issues keys and coordinates issuance of access cards and access to building spaces. Maintains and reviews any access requests from Facilities Management and submits requests for access card extensions and/or de-activations. Runs reports from departmental database upon request by Department Management. Works closely with the Business Officer to maintain current records for office/lab assignments. Assists with the coordination of all space matters including coordination with Facilities Management and Communications Services on space maintenance. Submits work orders as needed. Maintains and processes reservation requests for the BioEngineering Building conference rooms.

• 15% Procurement - Prepares purchasing requests and Gateway orders on behalf of faculty, as needed. Works closely with research and department personnel to execute department and research purchasing needs. Tracks purchase orders on a daily basis. Maintains and organizes files of purchase orders, reviews purchase orders for appropriate processing actions and ensuring expenditure auditability and appropriateness. Acts as FlexCard holder for the department. Under the supervision of the Business Officer, assists with the campus equipment management database as it relates to the Department of Bioengineering. Responsible for physical inventory reporting of all equipment and submitting forms as needed.

• 5% Departmental Events - Assists faculty and staff with logistics of all departmental events (for example the Bioengineering Industry Showcase (BIS), training grant events, periodic department faculty/staff gatherings, workshops held by faculty, and conferences held by faculty. Duties include identifying and reserving venues, scheduling catering, organizing travel logistics for visitors, submitting visitor reimbursements, preparing program material for day of, and acting as on-site point-of-contact on the day for events.

UC Vaccination Programs Policy:

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs.
As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals* must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.

For more information, please visit:

* UC Santa Barbara COVID-19 Information - https://www.ucsb.edu/COVID-19-information
* University of California Policy on Vaccinations - With Interim Revisions - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

*Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.

Equal Opportunity/Affirmative Action Statement:

UC Santa Barbara is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.
For the University of California's Affirmative Action Policy, please visit: https://policy.ucop.edu/doc/4010393/PPSM-20.
For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination.

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