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Administrative Analyst

Company: University of California
Location: Santa Barbara
Posted on: November 22, 2021

Job Description:

Position Information

Payroll Title: ADMIN OFCR 2

Job Code: 7376

Job Open Date: 08/27/2021

Job Close Date: Open until filled

Application Review Date: 09/13/2021

Department Code-Name: CNSI

Percentage of Time: 100%

Collective Bargaining Unit (CBU): 99

Grade Type/Grade: Other/None

FLSA Exemption Status: Non-Exempt

Work Location: Elings Hall, Room 3448

Pay Rate/Range: Depending upon experience. Pay range starts at $24.09/hr.

Days/Hours: Monday-Friday, 8am-5pm

Benefits Eligibility: Full Benefits

Department Overview

The California NanoSystems Institute (CNSI), is one of four UC-based California Institutes for Science and Innovation (Cal ISI). CNSI's mission is to create an inclusive, collaborative, closely-integrated, and strongly interactive environment that will foster innovation in nanosystems research, educate the next generation of diverse leaders in science and engineering, and bring scientific and technological innovation into the economy and society. To spur basic discovery and translation, CNSI has developed world-class infrastructure and a range of synergistic platforms that facilitate interdisciplinary team science, provide critical research capabilities and create an environment for entrepreneurship, outreach and workforce training. The CNSI oversees the management of a large portfolio of extramurally and intramurally funded research projects, including the $25M UCSB NSF Quantum Foundry and $23.7M NSF BioPACIFIC Materials Innovation Platform (MIP). The CNSI provides broad support of UC Santa Barbara's research enterprise through numerous shared multi-user research laboratories and facilities, the Center for Scientific Computing (CSC), the Center for Science and Engineering Partnerships (CSEP), a Technology Incubator, multiple grant and fellowship programs plus other special initiatives. To learn more about our institute, please visit:

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 direction of the CNSI Assistant Director, the Administrative Analyst performs a wide range of analytical and project-based duties. Duties include: providing analytical and financial support to the Assistant Director and CNSI Executive Committee, coordinating and overseeing the administration of a variety of departmental projects, providing operational support to Institute initiatives and facilities, serving as a department resource and initial point of contact for the Institute, administering staff and academic payroll, coordinating staff and academic personnel actions, coordinating CNSI events and visitors to the Institute.

Minimum Requirements

Bachelor's degree or equivalent combination of education and work experience. Demonstrated strong communication skills and ability to convey complex information obtained from multiple sources both verbally and in writing. Ability to multi-task and meet strict deadlines while maintaining a high level of accuracy. Professionalism, initiative, flexibility and analytical skills are necessary. Proficiency in administrative office computer software programs.

Desirable Qualifications

Prior experience as an administrative support professional in an academic setting.

Special Conditions of Employment

* Maintain a valid CA driver's license, a clean DMV record and enrollment in the DMV Employee Pull-Notice Program.* Satisfactory conviction history background check.* UCSB is a Tobacco-Free environment.

Special Instructions:

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

Job Functions/Percentage of Time/Duties

40% Event and Visitor Coordination

Event Coordination

Coordinates all aspects of CNSI events including public events, seminars, large-scale conferences, technical workshops, program reviews, information sessions and meetings. Also manages all aspects of academia and industry visits. Oversees Institute's meeting facilities including room reservations and ensures meeting spaces and equipment are maintained.

Responsible for event planning and logistics including but 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. Serves as primary administrative contact for events coordinated for vendors, 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.

Visitor Coordination

Coordinates travel schedules and plans travel arrangements and reimbursements for the Institute as well as for visitors, other faculty and students. Assists with local temporary lodging reservations, transportation, parking, office assignments, etc. Processes travel, business meeting, exceptional and miscellaneous reimbursements.

20% Personnel/Payroll

Manages all administrative aspects of staff payroll and personnel actions for the Institute. Interprets and advises academic and administrative personnel on applicable policies and procedures and regulations regarding recruitment, hiring, payroll, benefits eligibility, and vacation and sick leave accruals. Completes and processes all employment packets for staff, academic coordinators, staff/professional researchers, and undergraduate student staff employees. Obtains proper reviews/approvals and inputs data into the personnel and payroll system. Manages monthly and bi-weekly time and leave reporting.

Monitors academic coordinators eligibility for merits and promotions. Assists in the preparation of cases and assembles them for review. Responsible for maintaining electronic and hard copy records of job descriptions, performance evaluations, recruitments, etc. Processes and coordinates all aspects of faculty additional compensation for the Institute, including coordination with faculty and other department administrators. Works with departmental financial managers to determine appropriate funding sources in compliance with University and agency guidelines and tracks all additional compensation on a monthly basis.

Manages appointments and visas for foreign researchers and visitors. Serves as back-up for academic personnel duties.

40% Analytical and Project Support

Analytical and Project Support Provides direct analytical and project support to Assistant Director on projects requiring a working knowledge of university policies and procedures. Assists with a variety of activities, including research, analysis, and reporting, related to Institute's interactions with CNSI-UCLA, other California Institutes for Science and Innovation (Cal-ISIs) and the UC Office of the President. Provides analytical support and coordination for facilities and special projects, such as the Institute's Innovation and Entrepreneurship activities and other new initiatives. Responsible for handling project communications, scheduling, tracking of deliverables, documentation, and ensuring completion of projects. Provides periodic status updates to CNSI Executive Committee on in-progress special projects.


Serves as a departmental resource and the initial point of contact for general inquires to the Institute. Manages website updates, press releases and social media for the Institute. Creates content for the website and social media (text, photos, videos), proactively submits updates on at least a weekly basis, manages Institute's listserv and generates a newsletter for the institute that includes academic and community members.

Elings Prize Postdoctoral Fellowship Competition

Provides administrative management and coordinates the Elings Postdoctoral Prize Fellowship Program which includes advertisements, application management and review; facilitating committee reviews of applications; notifications to applicants. Coordinates print and online advertisements in various scientific print publications, on-line application submission and review, committee organization and meeting coordination, advertising budget and dissemination of competition information to applicants, selection committee and Institute management. Participates in the development and revision of standard operating procedures and guidelines.

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. Initiates and tracks account code notifications.

General Administrative Duties and Special Projects

Other duties and special projects as assigned, including, but not limited to: facilitating the relocation of new researchers and graduate students to the area, assisting with campus deliveries, special projects.

COVID-19 Vaccination Requirements for UC Employees

By applying for any position, you understand that for the safety and well-being of the entire university community..... click apply for full job details

Keywords: University of California, Santa Barbara , Administrative Analyst, Administration, Clerical , Santa Barbara, California

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