Administrative Officer 2 CX

ADMIN OFCR 2 CX (004263)

UCPath Position ID: TBD_941449

Position Description History/Status

Approved Date:

5/22/2026 5:21:02 PM

Date Last Edited:

5/22/2026 5:20:59 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1130O

Organization:

HENRY SAMUELI SCHOOL ENGR & APPL SCIENCE

Division Code:

1131D

Division:

ENGINEERING & APPLIED SCIEN DIV

Department:

011500 - DEAN, SEAS

Position Details

UCPath Position Number:

TBD_941449

Position Description ID

256004

UC Payroll Title:

ADMIN OFCR 2 CX (004263)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

CX: Clerical & Allied Services

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

41227472

Reports to Payroll Title:

INDUSTRY ALLNS MGR 1

UCPath Department Head Position Number:

40047801

Department Head Payroll Title:

Dean

GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines.

POSITION SUMMARY

The UCLA Semiconductor Hub supports approximately 50 faculty members and multiple industry partners engaged in semiconductor research and partnership activities. Under the general direction of Hub leadership and in coordination with Dean's Office Finance, departmental fund managers, and Samueli School administrative units, the incumbent provides administrative, financial tracking, and program coordination support for Hub operations. The role supports administration of the Hub's budget by tracking commitments, allocations, transfers, and high-level spending activity. Faculty research award expenditures are largely managed by departmental fund managers as part of individual PI portfolios. The position coordinates proposal calls, review logistics, award documentation, stakeholder communications, meetings, partner visits, records, and routine administrative processes to support effective day-to-day Hub operations.

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.

Central Budget Administration and Financial Tracking

1. Maintain financial tracking records for the Hub’s budget, including commitments, allocations, transfers to participating departments, and high-level award activity. 2. Prepare periodic financial summaries for Hub leadership. 3. Coordinate with Dean’s Office Finance and departmental fund managers to gather information, resolve routine questions, and support accurate reporting. 4. Assist with purchasing, reimbursements, and routine financial transactions within delegated authority. 5. Ensure processes are consistent with UCLA policies and applicable sponsor or donor expectations.

30%

Intramural Research Funding Cycles Coordination

1. Support administrative cycles for Hub intramural research funding programs. 2. Coordinate calls for proposals, distribute materials, track submissions, schedule review meetings, organize review materials, prepare award notifications, maintain award documentation, and track deadlines and deliverables. 3. Serve as a point of contact for faculty awardees and coordinate with Dean’s Office Finance and departmental fund managers on award setup and allocation tracking.

25%

Operational Support

1. Provide administrative and operational support for Hub leadership, including calendar coordination, meeting scheduling, agenda preparation, follow-up tracking, and logistics. 2. Coordinate internal governance meetings, faculty meetings, industry partner visits, and other Hub convenings. 3. Support day-to-day needs including office space, equipment, supplies, shared records, and general administrative processes.

20%

Stakeholder Communication and Coordination

1. Serve as an administrative liaison among Hub leadership, participating faculty, graduate student participants, industry sponsors, departmental fund managers, and Samueli School units including Finance, HR, Communications, Research Administration, and Development. 2. Respond to routine inquiries, communicate procedures and deadlines, route questions to appropriate offices, and support timely information flow.

15%

Industry Partnership and Program Administration

1. Assist the Alliance Manager and Hub leadership with administrative support for industry partnership activities. 2. Gather faculty input and project information, maintain records of partnership activities and commitments, assist with routing documentation through UCLA channels, support planning for industry-facing meetings and annual Hub activities, and perform other related duties as assigned.

10%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Bachelor's Degree

in a related field or equivalent combination of education and experience.

Required

2-3 years

Administrative experience in an academic, research, university, or comparable complex environment.

Required

Experience tracking expenditures, maintaining budget records, preparing financial summaries, or supporting budget administration

Required

Experience supporting internal proposal calls, award administration, faculty research programs, or review cycles

Preferred

Experience in an engineering school, research center, academic department, or university administrative office

Preferred

Project coordination experience involving faculty, administrators, external partners, and central administrative offices

Preferred

Ability to coordinate complex schedules, meetings, program cycles, and deadlines involving multiple stakeholders.

Required

Strong organizational skills and attention to detail, with the ability to manage competing priorities.

Required

Excellent written and verbal communication skills for interacting with faculty, students, staff, administrators, and external partners.

Required

Proficiency with spreadsheets, databases, financial systems, and Microsoft Office or Google Workspace tools.

Required

Ability to learn and apply university policies, procedures, and administrative systems.

Required

Ability to exercise judgment, discretion, and professionalism with financial, proposal, personnel, and partnership-related information.

Required

Familiarity with UCLA administrative systems, such as BruinBuy+ and Concur.

Preferred

Familiarity with gift fund administration, allocation tracking, or university financial reporting.

Preferred

Familiarity with industry-university partnerships or sponsored research agreement routing.

Preferred

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF 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.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

TBD

Standing/Walking

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.