Administrative Officer 3 CX

ADMIN OFCR 3 CX (004800)

UCPath Position ID: TBD_941449

Position Description History/Status

Approved Date:

6/12/2026 3:43:33 PM

Date Last Edited:

6/12/2026 3:43:30 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 3 CX (004800)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

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 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. 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.

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.

Hub operations coordination, governance, and leadership support

1. Manage the administrative routines and operating systems that support effective Hub operations. 2. Coordinate calendars, meetings, agendas, minutes, follow-up items, records, shared files, and governance workflows for Hub leadership and committees. 3. Support internal governance meetings, Executive Committee activities, faculty meetings, industry member meetings, and other Hub convenings. 4. Ensure deadlines, decisions, and follow-up items are tracked and communicated clearly. 5. Support day-to-day operational needs including office logistics, documentation, and administrative processes.

25%

Central budget tracking, financial administration, and member invoicing

1. Maintain Hub-level financial tracking records, including budget commitments, allocations, transfers to participating departments, projected needs, high-level spending summaries, member dues, receivables, and related revenue records. 2. Prepare periodic financial summaries for Hub leadership and school leadership. 3. Prepare and issue member-company invoices for dues or gift-related payments, track payment status, follow up on receivables, and coordinate with Dean’s Office Finance on payment processing, revenue recording, and related procedures. 4. Assist with purchasing, reimbursements, and routine financial transactions within delegated authority. 5. Coordinate with Dean’s Office Finance and departmental fund managers to gather information, resolve routine questions, and support accurate reporting.

20%

Intramural research funding and faculty award processes coordination

1. Support the full administrative cycle for Hub intramural research funding programs. 2. Coordinate calls for proposals, timelines, communications, application materials, submission tracking, review logistics, award notifications, and award documentation. 3. Schedule review meetings, prepare materials for reviewers, track decisions and deliverables, and maintain records of funded projects. 4. Serve as an administrative point of contact for faculty awardees. 5. Coordinate with Dean’s Office Finance and departmental fund managers on award setup, allocation tracking, transfers, and Hub-level reporting.

20%

Member, stakeholder, and partnership administration

1. Serve as a professional liaison among Hub leadership, participating faculty, student participants, industry members, Dean’s Office units, departmental fund managers, cleanroom leadership, and campus administrative offices. 2. Maintain records of member status, renewal dates, benefits, dues, payment schedules, in-kind commitments, and partnership activities. 3. Support the Alliance Manager and Hub leadership by gathering information for prospective and current member discussions, coordinating documentation, and helping route questions to appropriate campus offices. 4. For sponsored research, service, membership, or gift-related matters, help coordinate communication among companies, faculty, and central UCLA offices. 5. Ensure appropriate campus reviewers are involved when sponsored research, service, gift, IP, export control, or other compliance-related issues arise.

15%

In-kind resources, cleanroom-related information, and research support processes coordination

1. Track in-kind resource commitments from member companies, including equipment, software, cloud credits, process runs, training, and related resources. 2. Confirm receipt of committed resources, help develop and maintain utilization tracking systems, coordinate access processes, and support reporting on whether resources are being used by appropriate Hub participants. 3. Work with cleanroom leadership and administration to request Hub-related usage data, understand relevant processes, and gather background information when issues arise. 4. Support coordination between Hub research needs and facility operations. 5. Route technical, compliance, export control, IP, safety, or equipment inventory questions to the appropriate campus offices and track follow-up.

10%

Education, workforce development, reporting, and events support

1. Coordinate Hub education and workforce development activities designed by faculty or Hub leadership, which may include workshops, short courses, internships, student placement processes, cleanroom-related training activities, or other emerging programs. 2. Support program logistics, participant tracking, selection processes, student-to-lab matching, communications, and outcome reporting. 3. Prepare or compile periodic reports for industry members, the Executive Committee, Hub faculty, and school leadership, including sections related to operations, finance, membership, and program activity. 4. Gather technical research updates from faculty and compile information for reports and slide decks. 5. Coordinate logistics, agendas, notes, and follow-up for workshops, results-sharing meetings, planning sessions, and annual Hub activities.

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

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

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

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.