Front Desk Assistant (75% FTE)

Department: Materials Department, UC Santa Barbara

Position is 75% time, non-exempt, in-person at Engineering II (503), 1355.

About the Department

The Materials Department at UC Santa Barbara was built around collaboration and multidisciplinary research. Our world-class faculty offers accredited Ph.D. programs and cross-cutting courses covering materials growth, characterization, and computational design. We are deeply committed to supporting a diverse cohort of students and researchers, adhering to the University of California’s Diversity statement.

Pay

The budgeted salary range for this position is $29.35 to $30.73/hour. Offers are determined based on candidate qualifications, experience, and University pay practices. The full salary range for this position is $29.35 to $42.06/hour.

Schedule

Monday - Friday, 8:30 AM - 3:00 PM or similar.

Benefits

Full benefits eligibility. Working at UC includes excellent retirement and health benefits, among other rewards. Learn more about UC benefits.

Responsibilities

• Front Office Coordinator (35%)
  • Manage daily front office operations as the primary contact for faculty, students, staff, and visitors.
  • Handle confidential documents and information with discretion and professionalism.
  • Maintain office organizational systems, including file keeping and departmental directories.
  • Provide phone and reception services, directing inquiries to appropriate staff or campus entities.
  • Oversee office coverage, scheduling, mail handling, and maintenance of professional office environments.
  • Update faculty/staff mailboxes, order nameplates, and manage office equipment and vendor services.
  • Receive and distribute mail/packages, and provide guidance on mailing procedures.
  • Arrange visitor parking permits and manage Google Calendar reservations for conference rooms and classrooms.
• Space & Keys (20%)
  • Manage physical key inventory and distribution, including preparing key packets in advance.
  • Coordinate access cards via recharge forms and maintain access reports for Facilities Management.
  • Assist with the annual Space Audit and update space assignment spreadsheets.
  • Maintain the Data Management System (DMS) for electronic permissions to labs, offices, and classrooms.
  • Submit Facility Management work orders for maintenance requests.
  • Perform daily checks on classrooms, conference rooms, and mailrooms to ensure readiness.
• Procurement (15%)
  • Coordinate office supply orders using Gateway and FlexCard.
  • Research and resolve invoice, purchase order, and billing conflicts.
  • Advise staff on procurement procedures and monitor expenses against budgets.
  • Scan packing and FedEx receipts into Gateway and Box.
  • Troubleshoot copier issues, including clearing jams and ordering supplies.
• Graduate Program Support (10%)
  • Order textbooks and desk copies for instructors/TAs on a quarterly basis with high accuracy.
  • Coordinate teaching evaluations for faculty and TAs.
  • Maintain Survey Request Form (SRF) information for faculty, ensuring historical accuracy.
  • Provide high-level assistance during graduate student recruitment visits.
• Conference Support (10%)
  • Organize and supervise conference hosting activities, including planning, budgeting, and logistics.
  • Coordinate visitors for faculty groups and administer faculty websites as needed.
  • Forward academic announcements (lectures, colloquia, fellowships) to appropriate recipients.
• Lab Safety Training (10%)
  • Develop and maintain a database for tracking lab safety training requirements.
  • Ensure compliance with safety training policies for lab access, working closely with lab managers.
  • Verify that all lab users meet training requirements and maintain updated records.
  • Monitor the LHAT system for personnel compliance and ensure OSHA regulations are met.
  • Manage departmental access forms and entrance/exit documentation.

Requirements

• High school diploma or 1-3 years of general administrative office experience.
• Strong written and oral communication skills.
• Excellent customer service skills and attention to detail.
• Ability to work on multiple tasks, meet deadlines, and work efficiently in a fast-paced environment.
• Good organizational, problem-solving, and teamwork skills.
• Ability to work within tight timeframes and take initiative.
• Actively seek ways to assist others and maintain positive working relationships.

Special Conditions of Employment

• Satisfactory criminal history background check.
• UCSB is a tobacco-free environment.
• Final candidate must disclose any prior misconduct findings or appeals within the last seven years.
• Compliance with UC Vaccination Programs Policy, including proof of vaccination or exception requests.