Operations & Administrative Specialist

Operations & Administrative Specialist

The Operations & Administrative Specialist serves as the primary point of contact for the OASIS building, interacting with a diverse range of constituents including faculty, staff, students, campus leadership, donors, and industry partners. This role provides comprehensive administrative, financial, and logistical support to all building occupants. Key responsibilities include managing the reception desk, coordinating visitor access, and maintaining professional common spaces such as conference rooms and the caf. The incumbent handles essential financial operations, including purchasing via Gateway, processing travel and entertainment reimbursements through Concur, and managing equipment inventory and audits. Unique to this location, the position monitors incubator business service agreements, tracks startup membership agreements, and manages the reservation system for specialized seminar and collaborative spaces. Additionally, the Assistant provides vital event coordination, managing on-site logistics such as A/V setup and catering for workshops and networking events in conjunction with the CoE Events Manager. Supporting the building's broader mission, the role also assists with marketing efforts by gathering content for social media and helping with special administrative projects. The Assistant may supervise student assistants working for OASIS. All duties must be performed with a high level of independent judgment, initiative, and analytical skills to ensure the smooth operation of the OASIS facility.

Required Qualifications:

• High School Diploma or equivalent experience
• 1-3 years Administrative work experience.
• Excel proficiency
• Strong analytical and mathematical skills
• Attention to detail
• Strong interpersonal communication, written, and verbal skills
• Strong customer service skills
• Solid knowledge of UC's financial systems (Gateway, Connexxus, Concur, etc.)

Preferred Qualifications:

• Bachelor's Degree
• 4-6 years Office work experience including purchasing, payroll, and scheduling meetings.

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.

Job Functions and Percentages of Time:

• 30% Front Desk & Building Operations
• 25% Financial Support - Purchasing
• 20% Incubator & Space Management
• 20% Event Coordination
• 5% Administrative Support

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

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 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 View phone number on click.appcast.io or email View email address on click.appcast.io.