Academic Program Administrator

Position Number: 40851304

Payroll Title: ADMIN OFCR 2 CX (004263)

Job Code: 004263

Job Open Date: 12/16/2025

Application Review Begins: 1/05/2026

Department Code (Name): BENG (DEPARTMENT OF BIOENGINEERING)

Percentage of Time: 100

Union Code (Name): CX

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 $31.00 - $34.22/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 salary range for this position is $31.00 to $50.78/hour.

Work Location: BioEngineering Bldg, Rm. 1106

Working Days and Hours: M-F, 8am-5pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: N/A; position is in-person.

Special Instructions:

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

Department Marketing Statement:

Biological Engineering is a hub for research and teaching at the interface of biology, engineering and physical sciences. It builds on UC Santa Barbara's strengths in biophysics, biomaterials, biomolecular discovery, and computational and experimental systems biology, enabling fundamental scientific discoveries to be transitioned to applications in medicine and biotechnology. Our department has a strong commitment to diversity, equity, and inclusion as we train future leaders in Biological Engineering through transformative education and interdisciplinary collaboration.

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 general supervision of the Business Officer and Designated Principal Investigator, serves as the Academic Program Administrator (PA) for Biological Engineering and its affiliated training programs. Responsible for program administration and student coordination for the NSF Research Traineeship (NRT) program in Data Driven Biology, program administration and student coordination for new NIH T32 training grant in Quantitative Mechanobiology, and payroll and student coordination in the new Biological Engineering PhD Program. Supports the full range of activities related to the operation of the NRT and T32 training grants including: implementing recruitment strategies, assisting with the admission process, tracking student progress, trainee appointments, payroll and reimbursements, coordinating all program activities, coordinating program assessment instrument dissemination and analysis, reporting of agency required data, regular and confidential correspondence, visitor arrangements, and short and long-term planning. Corresponds with faculty and multiple campus departments involved with the training grants. Manages frequent events and seminars including research collaboration workshops, educational outreach programs and other meetings. Responsible for maintaining the NRT Data Driven Biology and NIH T32 Quantitative Mechanobiology web sites.

Required Qualifications:

• Bachelor's degree in a related area and/or equivalent experience/training in academic administration, fiscal management, or research compliance.

• 1-3 years Demonstrated experience working independently and as part of a team.
• 1-3 years Experience analyzing, interpreting, and utilizing data.
• Ability to use sound judgment in responding to issues and concerns.
• Advanced skills in standard computer applications (e.g., MS Excel, Word, PowerPoint).
• Exceptional organizational skills and meticulous attention to detail, with the proven ability to manage multiple complex projects simultaneously under tight deadlines.
• Strong interpersonal and professional communication skills, with the ability to serve as an effective liaison to faculty, staff, students, and external stakeholders across multiple campuses.

• Ability to use discretion and maintain confidentiality.

Preferred Qualifications:

• Preferred Master's Degree

Special Conditions of Employment:

• 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:

• 50% Administrative and Analytical Support: Manages the daily activities and overall business of the NSF Research Traineeship (NRT) program and the NIH T32 training grant in Quantitative Mechanobiology. Provides support for and reports weekly to the Principal Investigators (PIs)/Program Directors (PDs) of training grants in the Bioengineering Department. Works closely with the Bioengineering Student Affairs Manager, Administrative Assistant, and Graduate Admissions Committee to aid in trainee recruitment and the Graduate Affairs Committee on trainee placements within the department and in other relevant departments as relevant. Reports to the PIs of the training grants and the Bioengineering Business Officer with weekly updates and quarterly status. Serves as the initial point of contact for training grant related issues, scheduling all meetings for the training grants. Coordinates meetings between the training grant leadership teams, trainees, campus senior leaders, and other off campus entities. Manages from conception to completion the planning and directing of the numerous and varied projects and activities such as quarterly trainee workshops on Communication, Teamwork, Career Planning, and organizing Career Seminars. Coordinates faculty mentor training and quarterly faculty peer mentoring lunches. Is conversant and knowledgeable on issues and activities relating to the training grants research and programs. Acts as PIs/PDs representative with students, departments, program faculty, the Graduate Professional Development Director of CSEP, Research Integrity, university staff, and applicants. Works with PIs/PDs, Office of Research Compliance, and instructor of BIOE201 to ensure training grant and institutional compliance of required Ethics and Responsible Conduct of Research training. Responsible for determining appropriate courses of action in response to a wide variety of requests. Maintains knowledge of university policies and procedures and interprets and advises academic and administrative personnel on applicable policies, procedures and regulations regarding recruitment, hiring, payroll, benefits eligibility, and vacation and sick leave accruals for trainees and training grant associated staff. Ensures departmental compliance with internal, campus, state, and federal employment practices. Independently consults with Academic Personnel, Office of International Students & Scholars, Graduate Division, and the Office of Equal Opportunity, as necessary, to resolve complex recruitment and appointment issues. Performs initial review of student documents during the application process to ensure completeness of the application packages. Applies analytical, decision-making, and problem-solving skills to address problems, set priorities, plan and coordinate student research rotations and student activities efficiently and effectively. Tracking student progress such as completion of coursework, completion of IDPs, required milestones, and scheduling program activities. Serves as a campus resource and the initial point of contact for general inquiries about the training grants. Manages website updates, press releases and social media for the training grants. Creates content for the website and social media (text, photos, videos), proactively submits updates on at least a monthly basis to PIs/PDs, manages mailing lists, and provides news updates on the training programs for departmental and college newsletters.

• 25% Grant Reporting and Evaluation, Financial Tracking, and Grant Applications/Renewals: Drafts and reviews documents and reports for annual grant reporting. Oversees assessment instrument distribution and analysis of resulting feedback. Collects data on publications, mentor training and engagement, and trainee roadmap tracking. Provides writing, editing, and analytical support and works closely with the PIs/PDs on competing/non-competing training grant applications. Handles project communications, budget maintenance and tracking of stipend amounts and travel awards for students. Tracks deliverables, trainee outputs, and project documentation, and ensures completion of all required reports. Provides annual status updates to the PIs/PDs, Leadership Committees, and External Advisory Board. Maintains complete and accurate files, ensuring the department is "audit ready" at all times. Archives and purges data according to UC and Federal guidelines.

• 25% Event and Visitor Coordination: Responsible for relevant event planning and logistics including coordinating the annual Bioengineering Industry Showcase and engaging in External Advisory Board meetings as appropriate. Facilitates student-led monthly Progress and Experiences in Emerging Research Seminars (PEERS) for the T32 and NRT cohorts - these may take the form of professional development topics, journal clubs, or research updates by trainees. Assists trainees in organizing the annual symposia for T32 and NRT. Coordinates with the trainees, BIOE225 seminar instructor, and student affairs manager for trainee nominated seminar speakers. Identifies all needs and ensures meetings are executed flawlessly. Sets up and coordinates all in-person, tele- and videoconferences, working closely with technical staff to ensure availability of appropriate and functional equipment. Duties include but are 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. Works with campus contacts to coordinate campus supplied services, and when necessary, contacts outside vendors to negotiate services and rates. Serves as the primary contact for 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.

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.

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