Number of Hires
Job Open Date
Job Close Date
Open Until Filled
Primary Consideration Date for Open Until Filled
Payroll Title Name
Working Title Name
KITP Outreach Asst & Visiting Scientist Coord.
Department Profile (Specific Information about department/program):
The Kavli Institute for Theoretical Physics is internationally renowned among the world's scientists, particularly physicists.The KITP's mission is to serve as a users facility, and for over twenty-five years, the institute has been hosting the world's most prominent physicists at programs and conferences designed to provoke interactions leading to insights into the most intellectually provocative scientific questions of the day.
ITPH-Institute Of Theor Physics
End Date/Contingencies for Grant Funding
FOC (Federal Occupation Code)
D-Clerical (e.g., Admin Asst, Library Asst)
FOC (Federal Occupation Code) Sub-Code
Advertised Range Min (full time equivalent) A little help? Go to Salary Scales
Advertised Range Max (full time equivalent)
Advertised Range Rate Type
Other Advertised Salary Range Comments
Percentage of full-time
Monday - Friday
8:00 - 5:00
Appointment Type A little help with Contracts? Go to Employment Agreements
Limited Appointment End Date A little help? Go to General Information on Limited Appointments
Is this a NEW CAREER position?
Summary of Job Duties (Note: This summary will be used for keyword search)
Under general supervision, the KITP Outreach Assistant & Visiting Scientist Coordinator acts as the primary facilitator for the administrative aspects of the KITP outreach efforts and activities whether directed toward the scientific community or toward the general public. Provides assistance to the KITP Director for Outreach and Education, tracks the status of the various outreach programs, and assures that these activities are handled in a timely manner and coordinated with the rest of the KITP annual calendar. Assists the Director in establishing relationships with other UCSB Departments and other outside entities doing science outreach to increase programmatic visibility and access. Facilitates the outreach activities of the KITP scientific staff and is responsible for maintaining the Outreach and Education sections of the KITP website. Provides fundraising assistance and services to the KITP Director of Development, prepares reports, letters, and memoranda that require knowledge and understanding of fundraising principles. Provides administrative support for the Director of Development. Coordinates the special needs of high profile Visiting Scientists as specified by Deputy Directors. Must demonstrate knowledge and experience using using Word (Mail Merge), PowerPoint, Excel, Keynote, In-Design, Pages, and Filemaker Pro. Fund-raising Database experience, such as BSR Advance is also necessary.
Ability to take initiative, to be self-motivated, and to work independently to provide detailed accurate work and meet critical deadlines with a high level of professionalism, discretion, good judgement, commitment, and initiative. Excellent written and verbal communication skills. Must demonstrate knowledge and experience using using Word (Mail Merge), PowerPoint, Excel, Keynote, In-Design, Pages, and Filemaker Pro. Fund-raising Database experience, such as BSR Advance is also necessary.
Some college education.
Special Conditions of Employment A little help? Go to Driver's License Requirements or Background Check Guidelines
Maintain a valid CA driver's license, a clean DMV record and enrollment in the DMV Employee Pull-Notice Program Satisfactory completion of a fingerprint background check
Other Special Conditions of Employment
This is an Internal to External recruitment giving primary consideration to current, career UCSB staff. External applicants may be considered if an Internal candidate is not selected. This position is currently funded until 10/31/2016. Continued employment is dependant on renewed funding. Must be able to work overtime evenings and weekends during event periods. May need to drive University van during events.
Optional Applicant Documents
Resume Cover Letter Other Document (1) Other Document (2) Other Document (3)
Required Applicant Documents
Resume Cover Letter
FLSA Exemption Status A little help? Go to Exempt vs. Non-Exempt Employees
CBU (Collective Bargaining Unit)
ERC (Employee Relations Code)
End Date for Other Appointment Type (e.g., Contract or 18-month Career)
Type of Supervision Received A little help? Go to Degree of Supervision
Physical Requirements Continuously=Activity occurs > 66% Frequently=Activity occurs 33% to 66% Occasionally=Activity occurs < 33% Not Applicable=Activity does not exist
Reach above shoulder level
Hand Activities: Fine dexterity
Hand Activities: Hand twisting
Hand Activities: Simple grasping
Hand Activities: Power grasping
Other (please specify activity)
Frequency of Other Activity
Lifting Activities: Light lifting (< 20 lbs)
Lifting Activities: Moderate lifting (20-50 lbs)
Lifting Activities: Heavy lifting (>50 lbs)
Push/Pull Activities: Light pushing/pulling (< 20 lbs of force)
Push/Pull Activities: Moderate pushing/pulling (20-50 lbs of force)
Push/Pull Activities: Heavy pushing/pulling (>50 lbs of force)
Reason and Analyze
Other (please specify activity)
Frequency of Other Activity
Is exposed to excessive noise
Is around moving machinery
Is exposed to marked changes in temperature and/or humidity
Is exposed to dust
Is exposed to fumes
Is exposed to gases
Is exposed to radiation
Is exposed to microwave
Drives motorized equipment
Works in confined quarters
Other (please specify activity)
Frequency of Other Activity
Total Percentage of Duties: 100
Order of Imp
Facilitates the administrative aspects of the events and activities related to the KITP Outreach Program. Provides assistance with outreach projects/actions for the Deputy Directors, from conception to completion. Maintains calendars for such activities and is responsible for projects staying on track to completion. Assists with preparing reports regarding outreach efforts, successes, and failures for consideration as part of our annual reports to the NSF and DO. Maintains a photo gallery resource base that can be drawn upon for various purposes related to Outreach. Interacts with any KITP Journalists-in-Residence from first contact to tenure to assure that the maximum opportunity for outreach is obtained.
Responsible for the administrative aspects of the KITP Public Lecture Series. Works with the KITP Director and the MSO on lecture scheduling. Independently contacts and works with the speaker, to design and prepare the event announcements and/or invitations, to make arrangements for the speaker and the event including shopping for the receptions, to track RSVPs, and to assure that the event is staffed. This includes managing the events@kitp email account.
Responsible for the administrative aspects of the Friends of the KITP, tracking relevant funds, preparing the appropriate campus forms, and reporting on same to the KITP Director and the KITP Director of Development (DoD). Responsible for all database entry regarding the Friends and other activities as assigned, for membership renewals, and for handling related financial matters through to completion, including payables and posting to the KITP shadow accounting system. Works with the KITP DoD and others to plan and execute events and lectures relevant to the Friends. Responsible for coordinating the administrative aspects of these events, including catering, whether on or off site.
Regularly updates the information on the KITP website regarding outreach and education. Maintains a calendar for updating these pages to assure that they are done in a timely manner. Updates the news section and participates in the generation of the annual newsletter, as requested.
Assists with the various outreach efforts made to the scientific community such as the KITP Graduate Fellows Program, the Scholars Program, the High School Enrichment Porgram (HSEP), the Teachers' Conference and others to be determined, providing backup and support as needed.
Responsible for administrative aspects of the HSEP. Works with the KITP Director of Outreach on internal and external scheduling of HSEP activities, including talks and visits, as well as organization of contacts and data. Maintains contact with the Director of Outreach, and with ITP graduate fellows and post-doctoral associates.
Visiting Scientist Coord./Development
Serves as primary liaison for Visiting Scientist Program. KITP hosts a number (20+/-) of high profile visiting scientists in the course of any given year. This position sees that these VIPs get all appropriate attention to their specific needs, providing services similar to those of a concierge. These guests are identified by the Deputy Directors. Oversees financial arrangements for lodging reservations, payments for travel costs, honoraria, etc.
Works closely with the KITP DoD, communicating with donors, prospects, volunteers, trustees, key university administrators, faculty, staff and community leaders in person, by phone and by e-mail. Provides basic support to the DoD by answering the telephone, screening calls and responding to phone requests as directed, and, when appropriate, independently relay sensitive and often confidential information, updating and using BSR Advance database as directed.
Prepares for the KITP Director's Council meetings. This Council consists of community leaders who work to advance the research mission of the KITP through development and advisory activities. The Assistant's role includes gathering the information necessary to help schedule the meetings (approximately 4 per year), preparing meeting materials, assuring the proper room setup, shopping or arranging for catering or other reservations as appropriate. Takes and transcribes the meeting minutes and engages in any follow-up as deemed necessary by the Director.
Produces a variety of correspondence in both draft and final form that require good composition and excellent English grammar and proofreading skills, as well as competency in Microsoft Word. Strong proficiency in the use of MS Word, Excel, Filemaker, InDesign, Photoshop (all for the Mac), and databases in the creation, production, sharing, transfer, organization, storage and retrieval of reports and documents, including spreadsheets, presentations, promotional fliers, and email is necessary.
Maintains the working calendar for the DoD and assists with scheduling appointments and arranging meetings with prospective donors, volunteers, university officials, faculty, and administrators. Makes entertainment and meeting arrangements for the DoD, including meetings and receptions held either on- or off-campus. This includes making transportation and hotel reservations and coordinating catering arrangements, invitations, and follow-up activity with events planning staff. Completes and processes all University forms for DoD travel and entertainment, including approval requests, advances, vouchers and check requests for the payment of invoices. Assists with other budgeting and payments as assigned.
Works as a member of the KITP administrative team, assisting with various projects, mailings, and conference duties as needed, and providing general support in a collegial, team oriented environment. Acts as backup to the Visitor Services Office, both in the absence of the Visitor Services Coordinator and during times of peak activity, which requires having complete and detailed knowledge of the KITP concierge operation, including opening the office, building security, greeting and assisting KITP visitors, preparing visitor packets, ordering supplies, etc.
Provides support for special projects as needed and will design flyers, notices, invitations, and basic graphics as needed for KITP events using such programs as Photoshop, InDesign, Pages, etc.
Responsible for stocking and general organization of the upstairs kitchen. Other administrative duties, as assigned.
- excellent grammar, composition and proofreading skills
- ability to work independently
- ability to maintain strict confidentiality in all aspects of work
- strong organizational skills and careful attention to detail
- ability to prioritize and to achieve planned goals for a complex program
- ability to work under tight and shifting deadlines
- exceptional verbal and interpersonal skills to foster positive interactions with academic leaders, faculty, community leaders, donors, volunteers, and other staff members
- high level of initiative, creativity, and energy
- ability to handle issues and problems as they occur, and ensure effective follow-through
- excellent computer skills including strong proficiency with MS Word (Mail Merge), Excel, FileMaker, and PowerPoint, as well as experience with InDesign, Pages and Keynote, familiar with email and conducting research on the Internet, basic familiarity of fundraising databases such as BSR Advance.
- ability to establish a cooperative working relationship with other members of the KITP staff and work as a member of the KITP team, as well as coordinating with key Development Office staff.