Operations & Administrative Specialist

Position Number: 41237948

Payroll Title: BLANK AST 3 (004722)

Job Code: 004722

Job Open Date: 5/4/26

Application Review Begins: 5/19/26

Department Code (Name): ENGR (DEAN COLLEGE OF ENGINEERING)

Percentage of Time: 100

Union Code (Name): CX

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 $29.35/hr to $34.46/hr. 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 $29.35/hr to $42.06/hr.

Work Location: OASIS Building - 71 S. Los Carneros Rd., Goleta CA 93117

Working Days and Hours: M-F 8-5

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: N/A - this is a 100% in-person position

Special Instructions:

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

Department Marketing Statement:

The College of Engineering at UCSB is noted for its excellence in teaching, research, and service to the community, infused by a spirit of entrepreneurship in education, scholarly activity and participation in engineering practice. Our mission is to provide our students with a firm grounding in scientific and mathematical fundamentals; experience in analysis, synthesis, and design of engineering systems; and exposure to current engineering practice and cutting-edge engineering research and technology. The College has an enrollment of approximately 1,500 undergraduate students and 700 graduate students with a full-time, permanent faculty of 165, and offers undergraduate and graduate degree programs in seven departments including Biological Engineering, Chemical Engineering, Computer Science, Electrical and Computer Engineering, Materials, Mechanical Engineering and Technology Management. OASIS at UC Santa Barbara is an innovation hub designed to accelerate discovery, prototyping, and technology deployment across academia, industry, and government. Spanning 105,000 square feet and located adjacent to UCSB, OASIS bridges the gap between research and scalable manufacturing - enabling rapid translation of critical technologies for applications in aerospace, defense, energy, quantum systems, and advanced computing.

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 Operations & Administrative Specialist serves as the primary point of contact for the OASIS building, interacting with a diverse range of constituents including faculty, staff, students, campus leadership, donors, and industry partners. This role provides comprehensive administrative, financial, and logistical support to all building occupants. Key responsibilities include managing the reception desk, coordinating visitor access, and maintaining professional common spaces such as conference rooms and the cafe. The incumbent handles essential financial operations, including purchasing via Gateway, processing travel and entertainment reimbursements through Concur, and managing equipment inventory and audits. Unique to this location, the position monitors incubator business service agreements, tracks startup membership agreements, and manages the reservation system for specialized seminar and collaborative spaces. Additionally, the Assistant provides vital event coordination, managing on-site logistics such as A/V setup and catering for workshops and networking events in conjunction with the CoE Events Manager. Supporting the building's broader mission, the role also assists with marketing efforts by gathering content for social media and helping with special administrative projects. The Assistant may supervise student assistants working for OASIS. All duties must be performed with a high level of independent judgment, initiative, and analytical skills to ensure the smooth operation of the OASIS facility.

Required Qualifications:

• High School Diploma or equivalent experience
• 1-3 years Administrative work experience.
• Excel proficiency
• Strong analytical and mathematical skills
• Attention to detail
• Strong interpersonal communication, written, and verbal skills
• Strong customer service skills
• Solid knowledge of UC's financial systems (Gateway, Connexxus, Concur, etc.)

Preferred Qualifications:

• Bachelor's Degree
• 4-6 years Office work experience including purchasing, payroll, and scheduling meetings.

Special Conditions of Employment:

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

Misconduct Disclosure Requirement:

As a condition of employment, the final candidate who accepts an offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; or have filed an appeal of a finding of substantiated misconduct with a previous employer.

"Misconduct" means any violation of the policies governing employee conduct at the applicant's previous place of employment, including, but not limited to, violations of policies prohibiting sexual harassment, sexual assault, or other forms of harassment, or discrimination, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

UC Sexual Violence and Sexual Harassment Policy
UC Anti-Discrimination Policy
Abusive Conduct in the Workplace

Job Functions and Percentages of Time:

• 30% Front Desk & Building Operations - Serves as the initial point of contact for the OASIS building. Greets guests, provides reception desk coverage, and manages building access protocols. Handles phone, email, and in-person communications with a high level of professionalism. Responds to inquiries from students, faculty, staff, building occupants, administrators and community constituents with a high degree of professionalism. Ensures appropriate office coverage during regular office hours including overseeing and monitoring the opening and closing of the building, scheduling building facilities and resources, opening mail, sorting and filing office documentation. Maintains a professional physical environment for the building, including common spaces such as the reception area, conference rooms, cafe, and other common area space at OASIS. Updates and maintains departmental directories. Acts as liaison with Facilities Management and initiates work orders for the OASIS Building as needed. Facilitates scheduling and use of the Conference Rooms and Hot Desks. Assists the Building Manager with coordinating visitor access, receiving and logging deliveries to the building, and general organizational tasks (labeling desks, organizing storage closets, etc).
• 25% Financial Support - Purchasing: Responsible for coordinating office supply orders utilizing Gateway and FlexCard. Researches, investigates, and resolves problem invoices, purchase orders, and billing conflicts. Advises building occupants regarding appropriate and optimal procurement procedures. Monitors expenses against established budgets. Provides supporting documents to Financial Manager. Job function requires the use of online purchasing system Gateway, and becoming a FlexCard holder, for requesting and receiving materials and supplies. Scans packing receipts into Gateway and FedEx receipts into Box. Travel, Entertainment, and Supply Reimbursement: Responsible for processing travel advances, travel prior approvals, employee and recruitment travel reimbursements, entertainment, and other reimbursements. Uses the online Connexxus system to reserve travel arrangements and Concur for reimbursements. Must be knowledgeable of UC policies and procedures governing travel and entertainment reimbursements, and allowable costs for travel and entertainment for a variety of funds sources including gifts and state funds. Must be familiar with policy on foreign travel and reimbursement of non-U.S. travelers. Equipment Management: Responsible for equipment management for the the building. Independently responds to equipment audits, reviews equipment for proper tagging, maintains data on location of all equipment and deals directly with Equipment Management to resolve problems and issues. Initiates paperwork for transferring equipment, surplus and obsolete equipment. Maintains equipment files.
• 20% Incubator & Space Management - Monitors and tracks monthly membership fees, expenses, and payments for OASIS members. Manages the onboarding of new startup members and maintains accurate records of incubator participation. Assists with annual space audits to ensure compliance with University.
• 20% Event Coordination - Manages the reservation system for OASIS Seminar Spaces, Executive Meeting Rooms, and Collaborative areas. Serves as the primary point of contact for event hosts, coordinating event requirements from initial request through execution. Provides on-site logistics coordination and day-of event support for board meetings, workshops, and networking events. Oversees room configurations and ensures event spaces are prepared and reset. Manages financial operations by maintaining facility fee structures, distributing invoices, and facilitating the timely processing of event space recharges. Works in conjunction with the CoE Director of Events on large-scale events. Ensures compliance with venue policies and safety guidelines.
• 5% Administrative Support - Assists building leadership with filing, scanning, and special projects. Supports marketing efforts by gathering info for social media content to highlight building achievements. Completes other duties assigned.

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 University of California Policy on Vaccinations - 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 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 other protected status under state or federal law.

Reasonable Accommodations:

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