UC Santa Barbara · 9 hours ago
Admin. Assistant 3
Santa Barbara, CA
Full-time
Onsite
Entry Level
$29.35/hr - $33.72/hr
1+ years expUC Santa Barbara is a prominent institution known for its distinguished Physics Department, which includes several Nobel Laureates and ranks among the top graduate programs in the nation. The Admin Assistant 3 role involves providing comprehensive administrative support to two research groups, managing complex logistics, and serving as a primary contact for faculty and research members. This position requires professionalism, discretion, and the ability to multitask effectively within a dynamic research environment.
Higher Education
Responsibilities
Provides a high-level administrative support to Professors Young and Devoret, including complex calendar management, meeting coordination, correspondence, and preparation of materials
Serves as a central point of contact for research group members (postdoctoral scholars, graduate students, visiting researchers) and external collaborators, exercising discretion and professionalism in all interactions
Interprets and implements applicable UC, campus, and departmental policies and procedures related to research group operations; identify issues and make recommendations for appropriate courses of action
Coordinates onboarding and offboarding activities for lab personnel and long-term visitors, including space access, safety training coordination, computing access, and orientation to departmental and campus resources
Maintains faculty and research group calendars, schedules, shared files, and tracking documents; organize group meetings, internal seminars, and research-related activities
Handles sensitive and confidential information with tact, diplomacy, and sound judgment
Independently arranges complex domestic and international travel for faculty, research group members, and visitors, including airfare, lodging, ground transportation, conference registration, and itineraries
Prepares, processes, and tracks travel and entertainment reimbursements in compliance with University, UCOP, sponsor, and funding source policies; resolve discrepancies and coordinate with vendors and campus offices as needed
Coordinates visits for external collaborators, seminar speakers, and distinguished or high-profile guests, including scheduling, itineraries, lodging, parking, and hosting logistics
Provides logistical support for research-related events, workshops, seminars, and meetings, including room reservations, catering coordination, publicity support, and post-event reconciliation
Serves as liaison with departmental staff and campus units (e.g., Business & Financial Services) regarding travel, visitors, and events
Initiates and tracks purchasing and recharge activities for the research groups using UCSB systems (e.g., Gateway), including supplies, equipment, services, and publication charges, ensuring compliance with applicable policies and funding restrictions
Assists faculty and research group members with interpreting financial, purchasing, and travel procedures; refer complex issues to appropriate departmental staff as needed
Maintains organized records related to purchases, travel, visitors, and events; assists with tracking expenditures across multiple funding sources
Provides general administrative and operational support for the research groups, including document preparation, correspondence, data entry, and updates to research group or event webpages as appropriate
Coordinates with student assistants or shared staff, when applicable, to support administrative needs
Performs other administrative and operational duties as assigned in support of the research programs
Qualification
Required
High School Diploma
1-3 years of experience providing quality customer service in a professional environment
1-3 years of experience researching problems of a financial nature
1-3 years of experience independently identifying and interpreting information, methods, and policy in order to achieve a goal
Ability to use sound judgement in responding to issues and concerns
Solid organizational and problem-solving skills and ability to multitask within demanding timeframe
Ability to work independently to identify information needed and gather that information from multiple sources
Knowledge of multiple procedures and ability to determine appropriate procedures, methods and policy applications depending on the circumstance or goal
Accuracy and attention to detail, and proficiency in MS Word, Excel, knowledge of accounting and financial transactions
Preferred
Bachelor's Degree or equivalent experience
1-3 years of experience communicating professionally with a variety of clients including faculty, staff, students, vendors, visitors
1-3 years of experience with UCSB applicants and systems such as Gateway, PeopleSoft, or Concur
Benefits
Excellent retirement and health are just one of the rewards.
Company
UC Santa Barbara
UC Santa Barbara is consistently recognized for excellence across broad fields of study.
5001-10000 employees
Funding
Current Stage
Late StageLeadership Team
Dominique Mihaljevic
Co-Founder & President of Association of Multi-Ethnic Persons
Tama Takahashi
Co-founder
Recent News
2025-05-08
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