Front Desk Assistant

Payroll Title: Blank Assistant 3

Job Code: 004722

Job Open Date: 6/3/2025

Application Review Begins: 6/18/2025; open until filled

Department Code (Name): ENMT (MATERIALS DEPARTMENT)

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

Pay Rate/Range: The budgeted hourly range that the University reasonably expects to pay for this position is $28.44 to $29.78/hour. 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 hourly range for this position is $28.44 to $40.76/hour.

Work Location: Engineering II (503) 1355

Working Days and Hours: Monday - Friday, 8AM - 5PM

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: N/A

Special Instructions:

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

Department Marketing Statement:

The Materials Department at UC Santa Barbara was conceptualized and built around one central precept: that research is most effective in a collaborative, multidisciplinary academic environment. The approach has proved to be a Department hallmark. At UC Santa Barbara Materials, collaboration and collegiality are the norm and education is paramount. Our world-class faculty offers accredited programs leading to a Doctor of Philosophy (Ph.D.) in Materials. In addition to providing a wealth of research and educational opportunities in these areas, the Department offers an array of cross-cutting courses that cover the conceptual foundations of the field: the principles governing the growth and evolution of materials, the techniques used for characterization of the structure and properties of materials, and computational methods that enable precision materials design and analysis. The Materials Department is deeply committed to supporting a diverse cohort of students and researchers, and encourages and mentors students 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 is well aware that diverse research 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:

Under the supervision of the Business Officer, the Front Desk Assistant is responsible for high level administrative duties including: front office management, graduate program support, access control, faculty assistance and administration, and conference support for the Materials Department.

Required Qualifications:

• High School Diploma or GED.
• 1-3 years of general administrative office experience.
• Strong written and oral communication skills.
• Excellent customer service skills.
• Good organizational and problem-solving skills
• Maintain a good working relationship with other departments.

Preferred Qualifications:

• Ability to work as a team member.
• Actively looking for ways to help people.
• Ability to work within tight timeframes and meet strict deadlines.
• Strong attention to detail ability to work on multiple tasks and meet deadlines
• Ability to work efficiently in a fast-paced environment and take initiative.

Special Conditions of Employment:

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

Misconduct Disclosure Requirement:

As a condition of employment, the final candidate who accepts a conditional 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; received notice of any allegation or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, 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:

• 35% Front Office Coordinator - Manages the daily operations of the front office and serves as the primary point of contact for faculty, students, staff, and visitors. Acts with discretion, confidentiality, and professionalism in the handling of confidential documents and information. Develops and maintains office organizational system for file keeping. Effectively represents the office and responds to inquiries from students, faculty, staff, administrators and community constituents with a high degree of professionalism by delivering phone and reception services. Directs calls or inquiries to appropriate staff member or campus entity. Ensures appropriate office coverage during regular office hours including overseeing and monitoring the opening and closing of the office, scheduling office facilities and resources, opening mail, sorting and filing office documentation. Maintains a professional physical environment for the office, including common spaces such as the reception area, conference room, and the mailroom. Updates and maintains departmental directories. Maintain faculty and staff mailboxes, and update as necessary. Order staff nameplates upon staffing transitions. Maintains general office equipment and calls vendors for service as needed. Receives all incoming packages and distributes all mail for the department. Provides guidance on campus mail, intercampus mail, and FedEx mailing procedures. Arranges for visitor parking permits as needed. Manages Google Calendar reservation system for conference room and multiple department-controlled classrooms with close attention to detail and accuracy required.

• 20% Space & Keys - Manages physical key inventory and key distribution, including proactively preparing key packets in advance of individuals arrival. Coordinates issuing Access Cards via recharge form. Maintains and reviews access reports from Facilities Management and submits requests for access card extensions and/or de-activations. Assists with annual Space Audit, and assists with updating space assignment spreadsheet managed by Academic Affairs Manager. Maintains Data Management System (DMS) to grant electronic permission to laboratories, offices, and classrooms. Submits Facility Management work orders for maintenance requests for administrative offices, faculty offices, classrooms, and conference room. Performs daily checks on classrooms, conference room, and mailroom to ensure spaces are well-stocked, organized, and prepared to meet users instructional needs.

• 15% Procurement - Responsible for coordinating office supply orders utilizing Gateway and FlexCard. Researches, investigates, and resolves problem invoices, purchase orders, and billing conflicts. Advises staff regarding appropriate and optimal procurement procedures. Monitors expenses against established budgets. Provides supporting documents to Finance Analyst. 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. Troubleshoots problems with copier including clearing jams, adding toner, reviewing supplies and ordering accordingly.

• 10% Graduate Program Support - Independently responsible for all textbook requisitions: Orders textbooks on a quarterly basis. Orders desk copies for instructors and TAs from various publishers. Must have a high degree of accuracy and work closely with Professors to ensure completeness and correctness. Independently coordinates Teaching Evaluations for both faculty members and TAs. Maintains all Survey Request Form (SRF, formerly ESCI) information for faculty and is sole point of contact for information pertaining to faculty information. Ensures historical accuracy. Maintains a high degree of accuracy as this information is career defining information for merits and promotions. Provides high level assistance during graduate student recruitment visits, ensuring that visitor needs are met in a timely professional manner.

• 10% Conference Support - Responsible for organizing and supervising any conference hosting activity (conferences, workshops, program reviews, etc) for faculty and research groups including planning, budgeting, and logistics for entire event. Coordinates visitors for faculty groups. Administers faculty websites as needed. Forwards electronic information related to academic activities such as sponsored lectures, colloquia, conferences and opportunities for fellowships and other academic and administrative matters that come from campus offices to faculty and graduate students. Must be able to distinguish the appropriate recipients for announcements that come from academic and administrative offices.

• 10% Lab Safety Training - Develops and maintains database and tracking system for evaluating all lab safety training requirements. Requires in-depth knowledge of all policies and procedures pertaining to safety training requirements for facility access within the laboratory setting. Works closely with laboratory managers to understand safety and training requirements for individual labs, and provides next level verification that all users have met the necessary requirements prior to Lab usage. Ensures that all department laboratory and laboratory managers (including PIs) are up to date on all safety training and ensures that all departmental laboratory workers and visitors have an updated and accurate TNA on file in the lab to add a further layer of assurance that OSHA regulations are being met. Maintains departmental database for safety training and monitors the LHAT for all personnel as failure to have this information and have intimate knowledge of the policies could be extremely detrimental to the department in the event of an accident or inspection. Independently determines when individuals have met the requirements for access to departmental facilities. Ensures that all department entrance/exit forms are completed, and ensures that the departmental access forms are accurate and contain appropriate signature approvals.

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:

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

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

Application Status: If you would like to check the status of your application, please log into the Candidate Gateway where you applied and click on 'my activities'.