Education Programs Assistant

Position Number: 40993711

Payroll Title: BLANK AST 3 (004722)

Job Code: 004722

Job Open Date: 10/10/25

Application Review Begins: 10/27/25

Department Code (Name): MTRL (MATERIALS RESEARCH LAB)

Percentage of Time: 50

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/hr. 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/hr to $42.06/hr.

Work Location: MRL Building - Room 2066C

Working Days and Hours: Monday - Friday, 4 hours/day - flexible within 8:00am-5:00pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid

Special Instructions:

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

Department Marketing Statement:

Widely recognized as one of the top five materials research facilities in the world, the MRL serves as the innovation engine for discoveries in new materials. The facility is home to a scientific and engineering community that creates new collective knowledge and fosters the next generation of scientific leaders. By enabling modern technological advances, the high-impact research conducted at the MRL and its affiliated centers has enormous societal impact, and is shaping the future of technology, the environment, and medicine.

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 Education Program Assistant provides support for Education Outreach science programs administered by the Materials Research Laboratory at UCSB, an NSF Materials Research Science & Engineering Center (http://www.mrl.ucsb.edu/mrl/outreach/educational/index.html). Organizes all logistics for a variety of program activities designed for K-12 students, teachers, undergraduates and the public (meetings, seminars, lecture series, workshops, international research exchanges, study groups, school visits, and summer and school year research experience programs). Administers financial transactions for programs, updates and maintains participant databases and website information. Develops a working relationship with graduate and undergraduate students, K-12 teachers and students, faculty, administrative staff, and other campus and community education groups.

Required Qualifications:

• High school diploma or equivalent experience
• Strong oral and written communication skills.
• Ability to take initiative and work independently.
• Must be able to work well in a team environment and collaborate well with others.
• Strong organization skills and attention to detail.
• Possess thorough knowledge of administrative policies and procedures.
• Possess thorough knowledge of applications including word processing, spreadsheet, and database applications.

Preferred Qualifications

• 1-3 years Previous office/administrative experience
• Driver's License

Special Conditions of Employment:

• Occasional weekend and evening work required (especially during summer).
• Satisfactory criminal 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:

60% Education Programs Admin & Event Support

Provides administrative support to the MRL Education Outreach programs working in close coordination with the Education Programs Director and Education Programs Academic Coordinator. Independently coordinates logistics for Education Program events, including but not limited to:

• Schedules event and meeting rooms.
• Coordinates catering for weekly, monthly and annual programmatic events following campus catering policies. Provides suggested menus. Coordinates headcount, reservations, changes with caterer. Responsible for set up and take down, and all aspects of refreshment arrangements.
• Makes hotel room reservations and organize parking permits for visitors.
• Coordinates housing for student summer program participants.
• Arranges transportation for visitors to and from campus, hotel and/or airport as required.
• Gathers and processes data to produce name badges, poster assignments for poster presentations, and other program materials for events.
• Provides on-site event support during Education Program events.

Independently coordinates administrative matters for Education Outreach programs, including but not limited to:

• Develops working relationships with program participants including undergraduate and graduate students, K-12 teachers and students, faculty, administrative staff, international visitors and other campus and community education groups.
• Interacts with program participants to answer questions regarding housing, visa, travel, etc. Provides other support to program participants as needed.
• Works with international participants to ensure that correct visa forms are submitted to facilitate participation in programs.
• Contacts international and domestic program participants to gather information and documents for travel reimbursements.
• Coordinates with other campus units as required. Enter and maintain applicant information into database to meet federal reporting requirements.
• Organizes and maintains MRL Education Program supplies. Monitors program materials and supplies (kits, etc.). Orders materials as needed.
• Assists with preparing shipment labels for Education program shipments.
• Runs errands on and off campus.

30% Education Programs Financial Assistance

Administers financial functions for education programs in compliance with UC and Federal policies and procedures:

• Prepares requests in the Undergraduate Resources Reporting system for payment of stipends to UCSB undergraduate students via the Campus Financial Aid Office.
• Prepares transactions for payment of participant stipends to non-UCSB participants.
• Prepares Concur reports to process expense reimbursements, entertainment expense and travel reimbursements for Education Program activities.
• Assures timely and proper assignment of costs and adherence to funding restrictions; ensures expenses have full backup documentation; coordinates with MRL accounting staff to expedite these functions.
• Coordinates with MRL Payroll Manager when personnel actions are required for program participants.

5% Education Programs Website/Data Support

Maintains and updates Education Program website and web-based application forms for data collection and evaluation, as required by National Science Foundation. Maintains online calendar for all outreach events and keeps archival records of volunteers for each event. Assists with program documentation; photographs and/or videotapes events; photo-documentation for archival purposes. Maintains participant release records for use of photographs. Ensures compliance with UC Electronic Communication Standards and Policy with regards to Privacy and Confidentiality.

5% Other Administrative Support

Provides support for other MRL events on an as-needed basis, including support for the annual MROP event. Provides back-up support to the MRL Administrative Coordinator and Purchasing Coordinator on an as-needed basis. This includes scheduling reservations for the MRL conference rooms, distributing mail, reviewing Gateway orders, and checking in packages.

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.

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