Administrative Officer 3 CX

The Regents of the University of California on behalf of their Los Angeles Campus; Los Angeles (CA); On-site; USD 70,000 - 100,000; Full time

Job summary

The Regents of the University of California, on behalf of UCLA, seeks an Administrative Officer for the UCLA Semiconductor Research Hub. You will coordinate hub operations, funding, and reporting with faculty leaders, campus offices, and industry partners.

You will track commitments, allocations, and invoicing, prepare leadership-level communications, and maintain robust records while supporting program governance. Strong organizational and communication skills are essential for success.

Qualifications

• 3-5 years work experience in administrative operations, program coordination, research administration, university administration, or a comparable complex organizational environment.
• Work experience coordinating meetings, deadlines, records, communications, and follow-up across multiple stakeholders.
• Work experience tracking budgets, expenditures, invoices, receivables, financial summaries, or other business records.
• Work experience preparing reports, presentation materials, meeting notes, or written communications for leadership, stakeholders, or external audiences.
• Work experience in an engineering school, research center, academic department, university administrative office, technology company, or technology-focused organization (Preferred).
• Work experience supporting research funding programs, faculty award processes, sponsored research administration, gift fund administration, member-based programs, or industry-university partnerships (Preferred).
• Strong organizational skills to manage multiple priorities, deadlines, stakeholders, and workstreams simultaneously.
• Excellent written and verbal communication skills for interacting with faculty, students, administrators, and industry representatives.
• Strong interpersonal skills and professional judgment to represent the Hub appropriately with senior stakeholders and external partners.
• Ability to maintain accurate records, track commitments, monitor follow-up items, and ensure details are completed reliably.
• Proficiency with spreadsheets, shared drives, databases, presentation software, email/calendar tools, and standard office productivity platforms.
• Working knowledge of university financial administration, gift funds, invoicing, receivables, purchasing, and budget tracking (Preferred).
• Familiarity with UCLA administrative, finance, research, development, and purchasing processes (Preferred).
• Familiarity with sponsored research agreements, industry membership agreements, gift agreements, IP considerations, export control issues, and related university review processes (Preferred).
• Familiarity with semiconductor research environments, shared research facilities, cleanrooms, fabrication resources, or technology-focused research infrastructure (Preferred).
• Ability to develop and maintain tracking systems for in-kind resources, member benefits, equipment/software access, utilization data, and partnership commitments (Preferred).
• Ability to compile technical information from faculty and organize it into reports, summaries, or slide materials for non-specialist audiences (Preferred).
• Ability to coordinate complex processes without direct authority over all participants (Preferred).

Responsibilities

• Coordinate Hub operations, internal funding processes, member communications, governance workflows, financial tracking, company invoicing, workshops, and programmatic activities.
• Track commitments, allocations, transfers, receivables, in-kind contributions, and high-level spending activity.
• Support administration of the Hub's funding and member-supported resources by tracking commitments and reporting to leadership.
• Coordinate Hub-level visibility, reporting, and follow-through for faculty research award expenditures within PI portfolios.

Skills

Organizational skills

Communication skills

Stakeholder management

Attention to detail

Microsoft Excel

Education

Bachelor's Degree in related field

Higher education administration / finance training

Project management training (Preferred)

Tools

Microsoft Excel

Databases

Presentation software

Email/calendar tools

Job description

Department Summary

The UCLA Henry Samueli School of Engineering and Applied Science includes more than 6,500 undergraduate and graduate students and 215 full-time faculty members. Established in 1945, UCLA Samueli is known as the birthplace of the internet, and where countless other fields took some of their first steps — from artificial intelligence to reverse osmosis, from mobile communications to human prosthetics. The school academic departments include Bioengineering, Chemical and Biomolecular Engineering, Civil and Environmental Engineering, Computer Science, Electrical and Computer Engineering, Materials Science and Engineering, and Mechanical and Aerospace Engineering, as well as the recently added Department of Computational Medicine, which is affiliated with both the David Geffen School of Medicine and Samueli. In addition, UCLA Samueli offers the Master of Science in Engineering Online program and a Master of Engineering professional degree program.

Position Summary

The UCLA Semiconductor Research Hub is a UCLA-industry collaboration supporting approximately 50 faculty members, scores of student participants, and multiple industry partners engaged in semiconductor research, education, workforce development, technology translation, and partnership activities. Under the direction of the Executive Director, Faculty director, and in close coordination with faculty leadership, Dean's Office units, departmental fund managers, cleanroom leadership, and industry members, the Administrative Officer provides the operating infrastructure needed to support the Hub's research, partnership, funding, reporting, and administrative activities. The incumbent coordinates Hub operations, internal funding processes, member communications, governance workflows, financial tracking, company invoicing, reporting, workshops, and programmatic activities. The role supports administration of the Hub's funding and member-supported resources by tracking commitments, allocations, transfers, receivables, in-kind contributions, and high-level spending activity. Faculty research award expenditures are largely managed by departmental fund managers as part of individual PI portfolios; this position coordinates Hub-level visibility, reporting, and follow-through. Faculty research award expenditures are largely managed by departmental fund managers as part of individual PI portfolios; this position coordinates Hub-level visibility, reporting, and follow-through. The position requires strong organizational judgment, polished communication, careful follow-up, and the ability to support a visible initiative involving faculty leaders, UCLA administrators, industry members, and external stakeholders.

Salary & Compensation

*UCLA provides a full pay range. Actual salary offers consider factors, including budget, prior experience, skills, knowledge, abilities, education, licensure and certifications, and other business considerations. Salary offers at the top of the range are not common. Visit UC Benefit package to discover benefits that start on day one, and UC Total Compensation Estimator to calculate the total compensation value with benefits.

Qualifications

• 3-5 years Work experience in administrative operations, program coordination, research administration, university administration, or a comparable complex organizational environment. (Required)
• Work experience coordinating meetings, deadlines, records, communications, and follow-up across multiple stakeholders. (Required)
• Work experience tracking budgets, expenditures, invoices, receivables, financial summaries, or other business records. (Required)
• Work experience preparing reports, presentation materials, meeting notes, or written communications for leadership, stakeholders, or external audiences. (Required)
• Work experience in an engineering school, research center, academic department, university administrative office, technology company, or technology-focused organization. (Preferred)
• Work experience supporting research funding programs, faculty award processes, sponsored research administration, gift fund administration, member-based programs, or industry-university partnerships (Preferred)
• Strong organizational skills and ability to manage multiple priorities, deadlines, stakeholders, and workstreams simultaneously. (Required)
• Excellent written and verbal communication skills for interacting with faculty, students, administrators, and industry representatives. (Required)
• Strong interpersonal skills and professional judgment to represent the Hub appropriately with senior stakeholders and external partners. (Required)
• Ability to maintain accurate records, track commitments, monitor follow-up items, and ensure details are completed reliably. (Required)
• Proficiency with spreadsheets, shared drives, databases, presentation software, email/calendar tools, and standard office productivity platforms. (Required)
• Working knowledge of university financial administration, gift funds, invoicing, receivables, purchasing, and budget tracking. (Preferred)
• Familiarity with UCLA administrative, finance, research, development, and purchasing processes. (Preferred)
• Familiarity with sponsored research agreements, industry membership agreements, gift agreements, IP considerations, export control issues, and related university review processes. (Preferred)
• Familiarity with semiconductor research environments, shared research facilities, cleanrooms, fabrication resources, or technology-focused research infrastructure. (Preferred)
• Ability to develop and maintain tracking systems for in-kind resources, member benefits, equipment/software access, utilization data, and partnership commitments. (Preferred)
• Ability to compile technical information from faculty and organize it into reports, summaries, or slide materials for non-specialist audiences. (Preferred)
• Ability to coordinate complex processes without direct authority over all participants. (Preferred)

Education, Licenses, Certifications & Personal Affiliations

• Bachelor's Degree in a related field or equivalent combination of education and experience. (Required)
• Degree, coursework, or training in higher education administration, business administration, public administration, research administration, engineering management, technology management, or finance. (Preferred)
• Training or certification in project management, research administration, financial administration, or university business processes (Preferred)

Special Conditions for Employment

• Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.
• Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

Schedule

8:00am - 5:00pm

Union/Policy Covered

CX-Clerical & Allied Services

Complete Position Description

https://universityofcalifornia.marketpayjobs.com/ShowJob.aspx?EntityID=38&JDName=Administrative%20Officer%203%20CX%20(TBD_941449)