Admin. Assistant 3

Payroll Title: BLANK AST 3

Job Code: 004722

Job Open Date: 2/3/2026

Application Review Begins: 2/19/2026

Department Code (Name): PHYS (PHYSICS DEPT)

Percentage of Time: 100

Union Code (Name): CX-Clerical/Admin

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 to $33.72/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 to $42.06/hr.

Work Location: Broida Hall - 3109

Working Days and Hours: Mon-Fri; 8am - 5pm

Benefits Eligibility: Full Benefits

Special Instructions:

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

Department Marketing Statement:

The Physics Department is widely regarded as one of the premier physics departments in the world. UCSB's Physics faculty include four Nobel Laureates, 16 memberships of the National Academies, and a host of award-winning faculty. UCSB's relatively small Physics Department is now ranked among the top 10 graduate programs in the Nation. The complexity of the Department is represented by the provision of a broad set of support services: administrative, student affairs, extramural grant administration, staff support for instructional lecture and laboratory courses, outreach activities, computing services, a machine shop that supports student and faculty research, and a storeroom and purchasing staff that serve many campus departments. To learn more about our department, visit: www.physics.ucsb.edu

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 general supervision, the Faculty Assistant provides comprehensive administrative, operational, and programmatic support to two Physics research groups led by Professors Andrea Young and Michel Devoret. These groups conduct experimental research in condensed matter physics, quantum materials, superconducting circuits, and quantum information science and involve complex laboratory operations, frequent visitors, and extensive collaboration. The Faculty Assistant serves as a primary point of contact for faculty, postdoctoral scholars, graduate students, visiting researchers, collaborators, and campus partners. The position requires a high degree of professionalism, discretion, initiative, and independent judgment to interpret and implement University and departmental policies, prioritize competing demands, coordinate complex logistics, and support the effective day-to-day operations of both research programs.

Required Qualifications:

• 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 Qualifications:

• 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
  

Special Conditions of Employment:

• This is a career position with an end date as it is funded on soft money and is expected to be for two years from the start date with the possibility of extension. The position will be reviewed on an annual basis for extension.
• 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:

• 40% Faculty and Research Group Administrative Support - 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.
• 35% Travel, Visitor & Event Coordination - 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.
• 25% Financial, Purchasing & General Operations support - 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.

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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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'.