Payroll Title: Administrative Officer 2 CX

Job Code: 004263

Job Open Date: 03/24/2023

Application Review Begins: 04/11/2023; open until filled

Department Code (Name): BIOE (BioEngineering)

Percentage of Time: 100%

Union Code (Name): CX (Clerical)

Employee Class (Appointment Type): Staff (Career)

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Hiring/Budgeted Hourly Range: $27.56 - $31.19/hr.

Full Salary Range: 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 is $27.56/hr. to $45.15/hr. The budgeted hourly range that the University reasonably expects to pay for this position is $27.56 to $31.19/hr.

Work Location: Bldg 512-1106

Working Days and Hours: Monday-Friday; 8am - 5pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement if applicable: Hybrid

Special Instructions

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

Department Marketing Statement

Biological Engineering 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. Our department has a strong commitment to diversity, equity, and inclusion as we train future leaders in Biological Engineering through transformative education and interdisciplinary collaboration.

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

Under the general supervision of the Assistant Director, serves as the Academic Program Administrator (PA) for Biological Engineering and its affiliated training programs. Responsible for program administration and student coordination for the NSF Research Traineeship (NRT) program in Data Driven Biology, program administration and student coordination for new NIH T32 training grant in Quantitative Mechanobiology, and payroll and student coordination in the new Biological Engineering PhD Program. Supports the full range of activities related to the operation of the NRT and T32 training grants including: implementing recruitment strategies, assisting with the admission process, tracking student progress, trainee appointments, payroll and reimbursements, coordinating all program activities, coordinating program assessment instrument dissemination and analysis, reporting of agency required data, regular and confidential correspondence, visitor arrangements, and short and long-term planning. Corresponds with faculty and multiple campus departments involved with the training grants. Manages frequent events and seminars including research collaboration workshops, educational outreach programs and other meetings. Responsible for maintaining the NRT Data Driven Biology and NIH T32 Quantitative Mechanobiology web sites.

Required Qualifications

• Bachelor's degree in related area or equivalent experience and/or training
• 1-3 years experience working in higher education with Student Affairs, program management, and knowledge of admissions and matriculation practices and processes.
• 1-3 years strong written and verbal communication skills, including active listening.
• 1-3 years skills in judgment and decision-making, problem solving
• 1-3 years ability to multi-task
• 1-3 years abilities in problem identification, reasoning, ability to develop original idea to solve problems.

Preferred Qualifications

• 1-3 years knowledge of University-specific computer application programs and pertinent databases.
• 1-3 years knowledge of University processes and procedures.
• 1-3 years experience in establishing and maintaining effective working relationships with peers, faculty, students, administration and other interested parties.
• Solid verbal and written communication skills.
• Interpersonal skills.
• Multicultural competencies; ability to work with diverse populations.

Special Conditions of Employment

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

Job Functions/Percentage of Time/Duties

• 50% Administrative/ Analytical Support - Manages the daily activities and overall business of the NSF Research Traineeship (NRT) program and the NIH T32 training grant in Quantitative Mechanobiology. Provides support for the PI/Director of the training grants by serving as the initial point of contact for training grant related issues, scheduling all meetings for the training grants, and coordinating meetings between the training grant leadership teams, campus senior leaders, and other off campus entities. Manages from conception to completion the planning and directing of the numerous and varied projects and activities such as quarterly workshops on Communication, Teamwork, Career Planning, organizing Career Seminars, and assessment instrument distribution and analysis in coordination with CSEP. Is conversant and knowledgeable on issues and activities relating to the training grants research and programs. Acts as PI/Director's representative with students, departments, program faculty, the Graduate Professional Development Director of CSEP, Research Integrity, university staff, and applicants. Works with Director and CSEP to coordinate Ethics and Responsible Conduct of Research training. Responsible for determining appropriate courses of action in response to a wide variety of requests. Writes documents and drafts reports as requested. Performs initial review of student documents during the application process to ensure completeness of the application packages Applies analytical, decision-making, and problem-solving skills to address problems, set priorities, plan, and coordinate student research rotations and student activities efficiently and effectively. Responsible for handling project communications, budget maintenance and tracking of stipend amounts and travel awards for students, tracking student progress such as completion of coursework, completion of IDPs, required milestones, scheduling, tracking of deliverables, documentation, and ensuring completion of all required reports. Communication Serves as a departmental resource and the initial point of contact for general inquires to the training grants. Manages website updates, press releases and social media for the training grants. Creates content for the website and social media (text, photos, videos), proactively submits updates on at least a weekly basis, manages listservs and generates a newsletter for the training programs that includes academic and community members. Provides periodic status updates to the NRT Leadership Committee and T32 Leadership Committee. Records Maintenance Maintains complete and accurate files, ensuring the department is "audit ready" at all times. Archives and purges data according to UC and Federal guidelines.

• 30% Event and Vistor Coordination - Responsible for event planning and logistics including organizing the monthly Progress and Experiences in Emerging Research Seminars (PEERS) for the T32 grant, monthly meetings for the NRT grant, and organizing the annual retreat and program review elements for both training grants. Identifies all needs and ensures meetings are executed flawlessly. Sets up and coordinates all in-person, tele- and videoconferences, working closely with the technical staff to ensure availability of appropriate and functional equipment. Duties include but are not limited to: schedule coordination; meeting room requirements, reservations and maintenance; catering request coordination; set-up and take down; lodging requirements and reservations; transportation logistics; invitations, marketing and promotion; event materials; poster presentations; on-site support; event reporting; processing contracts; reviewing event-related invoices. Works with campus contacts to coordinate campus supplied services, and when necessary, contacts outside vendors to negotiate services and rates. Serves as the primary contact for participants, faculty, administrators, governmental representatives, etc. Manages correspondence and inquiries related to events. Monitors overall progress of data gathering, registration, travel arrangements, travel visas, vendor and site payments, etc.

• 20% Personnel and Payroll - Under general supervision of the Assistant Director of Biological Engineering, supports the Biological Engineering Program and manages all administrative aspects of staff payroll and personnel actions for the Biological Engineering Program and training grants. Maintains knowledge of university policies and procedures and interprets and advises academic and administrative personnel on applicable policies, procedures and regulations regarding recruitment, hiring, payroll, benefits eligibility, and vacation and sick leave accruals. Completes and processes all employment packets for staff, graduate students, faculty and other employees as needed. Obtains proper reviews/approvals and inputs data into the personnel and payroll system (UCPath). Manages monthly and bi-weekly time and leave reporting via Kronos. Ensures departmental compliance with internal, campus, state, and federal employment practices. Independently consults with Academic Personnel, Office of International Students & Scholars, Graduate Division, and the Office of Equal Opportunity, as necessary, to resolve complex recruitment and appointment issues.

Vaccinations Programs – Including SARS-COV-2 (COVID-19)

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs – With Interim Amendments. 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 Amendments https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy
• August 5, 2021 California Department of Public Health (CDPH) Order (Heath Care Worker Vaccine Requirement) https://www.cdph.ca.gov/Programs/CID/DCDC/Pages/COVID-19/Order-of-the-State-Public-Health-Officer-Health-Care-Worker-Vaccine-Requirement.aspx

• Covered Individuals: A Covered Individual includes anyone designated as Personnel, Students, or Trainees 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 and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Reasonable Accommodations

The University of California endeavors to make https://jobs.ucsb.edu accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact Katherine Abad in Human Resources at 805-893-4664 or email katherine.abad@hr.ucsb.edu. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.

Privacy Notification Statement and Notice of Availability of the UCSB Annual Security Report Disclosures