NSF Ex-FAB BioFoundry Program and Administrative Coordinator

Position Number: 41130402

Payroll Title: ADMIN OFCR 2 CX

Job Code: 4263

Job Open Date: 5/19/25

Application Review Begins: 6/4/25

Department Code (Name): CNSI (CALIF NANOSYSTEMS INSTITUTE)

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 $30.04 - $37.51/hr. The full salary range for this position is $30.04 - $49.21/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.

Work Location: Elings Hall

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

Benefits Eligibility: Full

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid (Both UC & Non-UC Locations)

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

Department Marketing Statement:

The California NanoSystems Institute (CNSI), is one of four UC-based California Initiatives fo Science and Innovation (Cal-ISIs). CNSI's mission is to create an inclusive, collaborative, closely-integrated, and strongly interactive environment that will foster innovation in nanosystems research, educate the next generation of diverse leaders in science and engineering, and bring scientific and technological innovation into the economy and society. To spur basic discovery and translation, CNSI has developed world-class infrastructure and a range of synergistic platforms that facilitate interdisciplinary team science, provide critical research capabilities and create an environment for entrepreneurship, outreach and workforce training. The CNSI oversees the management of a large portfolio of extramurally and intramurally funded research projects, including the $25M UCSB NSF Quantum Foundry, $23.7M NSF BioPACIFIC Materials Innovation Platform (MIP), and the NSF Ex FAB BioFoundry, $22M. The CNSI provides broad support of UC Santa Barbara's research enterprise through numerous shared multi-user research laboratories and facilities, the Center for Scientific Computing (CSC), a Technology Incubator, multiple grant and fellowship programs plus other special initiatives. To learn more about our institute, please visit: www.cnsi.ucsb.edu.

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Brief Summary of Job Duties:

The NSF Ex-FAB Biofoundry is a $22 million biofoundry funded by the National Science Foundation (NSF) in collaboration with UC Riverside and Cal Poly Pomona that was recently announced by the NSF. This will become a transformative campus resource and it is one of three large-scale NSF centers housed and administered at CNSI, which also include BioPACIFIC MIP and the Quantum Foundry. Under the direction of the CNSI Executive Director for Strategic Initiatives and Operations (EDSIO), the Ex-FAB administrative and program coordinator serves as the main point of contact for Ex-FAB; supports and helps develop Ex-FAB strategic programming and outreach activities across multiple campuses; facilitates long- and short-term planning; provides financial and administrative support for the Ex-FAB directors, staff scientist, external users, principal investigator, researchers, and students; coordinates events and visitors; and manages special projects. This position also provides similar support to CNSI strategic programming and activities, as well as the NSF BioPACIFIC MIP and Quantum Foundry centers, as needed.

Required Qualifications:

• Bachelor's degree in related area and / or equivalent experience / training
• 1-3 years Experience managing complex projects with multiple deadlines and high level of critical detail, including identifying/tracking performance metrics
• 1-3 years Professional writing skills required to correspond on behalf of the Institute
• 1-3 years Demonstrated competence in the use of spreadsheet and database software
• Proficiency in administrative office computer software programs, including Excel, Word, graphic design and web design/management programs
• Demonstrated strong communication skills and ability to convey complex information obtained from multiple sources both verbally and in writing.
• Ability to multi-task and meet strict deadlines while maintaining a high level of accuracy.

Preferred Qualifications:

• 1-3 years Experience with academic administration, preferably within UC
• 1-3 years Experience with UC policies, practice and systems related to extramural funding (particularly federal grants), event management, travel and entertainment, and visitors
• 1-3 years Experience conducting outreach for events and programming, including through social media

Special Conditions of Employment:

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

Job Functions and Percentages of Time:

40% Strategic Initiatives Program Support

Assists in the development, implementation and outreach, and serves as the administrative lead, for Ex-FAB's strategic programming and projects including, but not limited to, programs to train users of Ex-FAB facilities (including the Ex-FAB summer school); foster knowledge sharing and technology development within the Ex-FAB research community; seminar, workshop and lecture series; educational and workforce development programming (including the Ex-FAB Fellows and the CSU MS internships); community outreach; and innovation and entrepreneurship. Helps develop, design and maintain the Ex-FAB website, Ex-FAB newsletter, and outreach and marketing materials for various programming, activities and events for distribution through various channels for UCSB and affiliated Ex-FAB campuses, including an Ex-FAB newsletter and social media. As appropriate, coordinate outreach with UCSB Public Relations, UCSB government relations, campus workforce development programs, and relevant UCSB, UCR and CPP academic departments and research institutes. Provides similar activities, as needed, for CNSI and other research centers housed within CNSI in collaboration with relevant personnel.

30% Administrative and Financial Support

Responsible for administrative support to the Ex-FAB Directors and Principal Investigators, including tracking, compiling and ensuring the ontime submission of required agency reports for various research grants. Assist with outreach efforts, proposal preparation/reviews, and seminar programming. Determines and sets priorities, ascertaining which communications require immediate attention, and takes necessary action. Establishes and maintains a high effective working relationship/rapport with faculty members at UCSB, UC Riverside and CalPoly Pomona in order to provide the highest level of support essential to the demands of their positions. Incumbent must be able to maintain the high standards of confidentiality and integrity of the Ex-FAB center. Coordinates complex travel arrangements for visiting researchers, Fellows, students and ExFAB's UCSB management. Processes travel, business and entertainment reimbursements in coordination with the CNSI financial team. Responsible for the analysis and monitoring of Ex-FAB project expenses, ensuring that principal investigators and administrative staff adhere to agency rules and applicable campus rules governing the appropriateness of expenditures on various forms of funding, consulting with the CNSI financial and contract/grant teams, as appropriate. Identifies financial transaction discrepancies and coordinates the resolution of related issues with PIs, consulting with the CNSI financial and contract/grant teams, as appropriate. Evaluates cumulative and projected purchases, recharge costs and salary expenditures, prepares other reports or statistics as request by the Ex-FAB Directors.

20% Long and Short-Term Planning

Participates in both long- and short-term planning processes for Ex-FAB including, but not limited to: designing and implementing processes to foster interactions with other complimentary programs and facilities at UCSB, UC Riverside and CalPoly Pomona. Responsible for the coordination, compilation, preparation and dissemination of financial, strategic planning, and technical reports and materials as required in the NSF award, and as needed to encourage support and advocacy for Ex-FAB on campus, in the state and federal governments, and industry. Help design and manage, protocols for the integration of the Ex-FAB user facility, in-house research, and education and workforce development. Attends operations meetings with Ex-FAB leadership, project meetings with the NSF Program Manager, and planning meetings with the Ex-FAB External Advisory Board, among others, taking minutes and capturing/tracking action items, as needed. Help coordinate various Ex-FAB committees, boards and working groups to prevent duplicative efforts at UCSB and across other affiliated Ex-FAB campuses and encourage open communication and transparency among them.

10% Event and Meeting Management

Responsible for overseeing and assuring all logistics for strategic Ex-FAB events and conferences, including symposia, conferences, meetings and 10%Essential Functions and Duties Order of Importance Function Duties % TIME workshops, are addressed and events run smoothly, assuring applicable federal, UC and campus policies are followed. Performs similar duties, as needed, for CNSI and other research centers house within CNSI, in collaboration with relevant personnel.

UC Vaccination Programs Policy:

As a condition of employment, you will be required to comply with the University of California Policy on Vaccination 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 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:

UC Santa Barbara COVID-19 Information - https://www.ucsb.edu/COVID-19-information

University of California Policy on Vaccinations - https://policy.ucop.edu/doc/50000695/VaccinationProgramsPolicy

*Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Pollicy 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.

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UC Santa Barbara 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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