Description
Job Posting Details
Payroll Title: Administrative Officer 2 CX
Job Code: 004263
Job Open Date: 05/10/2024
Application Review Begins: 05/28/2024; open until filled
Department Code (Name): GEOG (Geography)
Percentage of Time: 100%
Union Code (Name): CX (Clerical)
Employee Class (Appointment Type): Staff (Career)
FLSA Status: Non-Exempt
Classified Indicator Description (Personnel Program): PSS
Salary Grade: Steps
Hiring/Budgeted Hourly Range: $28.83 - $30.29/hr.
Full Hourly Range: Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University. The full hourly range for this position is $28.83 - $47.23/hr. The budgeted hourly range that the University reasonably expects to pay for this position is $28.83 - $30.29/hr.
Work Location: 1844 Ellison Hall
Working Days and Hours: M-F; 8am - 5pm
Benefits Eligibility: Full Benefits
Type of Remote or Hybrid Work Arrangement if applicable: Fully on-site preferred but hybrid is an option, after initial training period
Special Instructions
For full consideration, please include a resume and a cover letter as part of your application.
Department Marketing Statement
The Department of Geography's vision is to lead the integration of natural, social, and information sciences to solve problems of people and the environment. Two key terms in the vision that separates geography from most other fields is that, first, we take integration across knowledge domains as the central goal and, second, we use that to leverage better insights on problems that span the natural and social realms. Faculty in geography do not necessarily hold degrees in geography (only 4 currently do), but we all are characterized by having a particular domain expertise while also being committed to working across domains especially on problems where there are both natural and social aspects interacting. Reflecting that framing, our faculty are classified by domain/research area expertise and participation in cross-cutting themes. Domains define broad areas of science where we have sufficient faculty expertise to provide graduate level education.
Benefits of Belonging
Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC and why You Belong at UC.
Brief Summary of Job Duties:
Provides administrative and analytical support for all aspects of employment and payroll in the Geography department on a wide range of funding sources (including state, gift, and federal sponsored research awards) and appointment types. Independently manages, administers, and analyzes complex personnel activities for a wide range of funding sources (including state, gift, and federal sponsored research awards) and appointment types including undergraduate students, hourly graduate students, GSRs, career staff, limited or contract staff, postdoctoral scholars, specialist, project scientist, and researchers. Demonstrates a strong understanding of knowledge of UC Policies and Procedures, collective bargaining agreements, fund accounting, and campus financial systems. Analyzes, interprets and implements new and frequently changing campus and federal policies and procedures. Oversees processing of all personnel, timekeeping, and payroll actions via UCPath, Kronos, and ServiceNow. Provides high-level advice to faculty and PIs on employment classification, policy, processes personnel budgeting and payroll forecasting. Responsible for hiring processes via UCPath, Job Builder, TAM, and UC Recruit. Onboards employees, serves as I-9 US Work Authorization administrator, and maintains personnel files. Assists with Job Description updates and equity and reclassifications requests as appropriate. Facilitates Postdoctoral Scholars visas. Independently responsible for inputting, tracking, and monitoring salary and benefits projections of GSRs, student assistants, research scholars and career and limited appointment staff on approximately 81 funding sources, including several highly complex and diversified extramural awards with multiple PI's both within and outside the Geography department. Independently manages faculty summer salary. Serves as a liaison with academic personnel, graduate division, human resources, payroll accounting, UCPath center, office of equal opportunity, and office of international students and scholars.
Required Qualifications
- Bachelor's degree or equivalent training and/or experience.
- High-level of initiative, problem solving ability with a strong professional orientation.
- Strong organization skills and ability to handle a wide-range of responsibilities accurately and consistently with demanding timeframes.
- Ability to maintain independent judgement and critical thinking; communication skills and customer service focus.
- Ability to use discretion and maintain confidentiality.
Preferred Qualifications
- Thorough knowledge of UCSB financial processes, policies and procedures.
- Strong proficiency in the use of spreadsheets.
- Ability to understand, interpret, apply, and effectively communicate policy and regulation.
Special Conditions of Employment
- Satisfactory conviction history background check
- UCSB is a Tobacco-Free environment
Job Functions and Percentages of Time:
Personnel Administration and Management (55%): Independently initiates and manages all continuing non-faculty academic reappointments, merit cases, and promotion cases. Requires knowledge and understanding of research appointment classifications, benefits eligibility criteria, international student and scholar work permit categories and processes, Academic Personnel, Affirmative Action, and Graduate Division appointment policies and procedures. Monitors and independently processes all other academic reappointment letters, which requires meticulous tracking as appointments begin and end at various dates throughout the year, and renews them in a timely fashion. Serves as backup to the Academic Personnel Analyst for all ladder faculty, emeriti faculty, and researcher appointments. Independently initiates and manages all aspects of employment-related activity for new and continuing career and limited appointment staff and hourly student assistants, including recruitment, hiring, appointments, onboarding, UCPath entry, and termination. Uses Job Builder and/or UC Recruit to classify, recruit, and hire career and academic research staff. Manages faculty summer salary/additional compensation. In coordination with the Contracts & Grants Manager, determines allowability of funding for summer research and departmental start-up accounts. Verifies and analyzes UC and funding agency guidelines in order to perform complex calculations for payouts and coordinates with Organized Research Units and other Academic departments. Ensures all personnel transactions are properly authorized, and backed up with the necessary documentation so that each transaction can be justified as allowable, reasonable, and allocable. Maintains personnel files and updates website directory. Serves as the primary UCPath initiator, processing a high volume of UCPath transactions annually. Resolves complex situations with the UCPath Center, in collaboration with Business and Financial Services, Academic Personnel, Human Resources, or transactors in other departments. Serves as department benefits representative, to inform and to resolve problems, as well as to clarify policies concerning employment, payroll, and benefits eligibility. Ensures compliance with appropriate campus collective bargaining agreements and academic personnel and staff policies; coordinates all employee separations, and works with Labor Relations in handling layoffs and severance calculations. Provides information to PI's and supervisors for injury and worker's compensation claims; ensures that proper reporting procedures are executed. Coordinates with Human Resources on disability claims and maintains confidential records. Ensures departmental compliance with campus, state and federal regulations and demonstrates flexibility in learning and adapting new policies and procedures.
Personnel Funding Analysis (20%): Independently provides high-level analysis and advice to PI's in the personnel management of dynamic research groups employing research staff, multiple GSRs, student assistants, and research scholars across a variety of funding sources, including state funds, gift funds, corporate sponsored research awards, and federally sponsored research awards. In coordination with the Geography Contract and Grants Manager, applies knowledge of extramural fund administration in offering strategic planning advice for upcoming proposals and awards, as well as long-range planning for current research projects. Frequently works with PI's on hypothetical planning scenarios involving multiple variables including, but not limited to, salary rates and percentages, benefits rates, extramural funds overhead rates, project end dates, and appointment end dates. Must be familiar with UC policies, Federal and State regulations, and demonstrate flexibility in learning, interpreting, and adapting to new policies, applications, and procedures. Develops and maintains a personnel database for tracking all active students, limited staff, and research scholar appointments and their funding sources in order to plan and forecast continuing employment based on available funding sources, on a monthly basis. Responsible for inputting, tracking, updating and monitoring salary and benefits projections of faculty additional compensation, GSRs, student assistants, research staff, career and limited appointment staff across a variety of funding, including several highly complex and diversified extramural awards with multiple P.I.s both within and outside the Geography Department. Reviews and reconciles the Distribution of Payroll Expense ledger against the department shadow system and investigates and resolve all discrepancies. Detects unreconciled personnel liens from past months, and prepares payroll expenditure adjustments and transfers. Prepares personnel summary reports and payroll projections for PI's. Keeps abreast of changes in benefits costs, due to salary increases as result of merits, promotions, and/or cost of living adjustments, and rate changes in student tuition and fee costs. Updates relevant financial and/or personnel systems with changes and notifies PI's when budgeted balances are affected due to these changes.
Payroll Administration (15%): Responsible for independently managing biweekly, monthly, and monthly/hourly timecards in Kronos for all Geography employees, including undergraduate students, hourly graduate students, staff, postdoctoral researchers, research specialists, project scientists, and researchers. Responsible for configuring employees in Kronos as well as employee onboarding in Kronos. Sets up Managers with the appropriate Kronos licenses, and assigns employee visibility via the Timekeeping Manager Assignment (TMA)/ Access Control Number (ACN) system. Serves as the departmental Timekeeper and monitors all Kronos timecard input on a biweekly and monthly basis for completeness, accuracy, and authorizations prior to signoff in Kronos. Ensures that payroll processes are in compliance with University, state, and federal policies as well as collective bargaining unit agreements. Independently researches, analyses, and resolves any problems or discrepancies related to time reporting. This requires extreme accuracy while working under stress to meet deadlines due to situations such as late funding changes, delays in awards of grants, and last minute employment hires. Posts all payroll transactions in the departmental shadow system to ensure accuracy in the financial reports. Submits off-cycle requests as needed and processes all final payroll payments.
Visiting Scholar/Affiliate Management (10%): Manages all non-payroll visiting scholars for the Geography Department. Corresponds with incoming non-payroll visiting research scholars regarding visa information, completes and verifies documents upon arrival, and processes appointment letters. Assures compliance with Federal, State, and University policies and procedures and keeps departmental staff abreast of any policy and/or procedural changes. In coordination with the Office of International Students and Scholars (OISS), processes complicated visa applications for non-payroll visiting research scholars; handles related OISS inquiries and activities, and communicates with scholars and sponsoring faculty members. Works closely with the department Space Management Analyst on all visitor space assignments. Maintains the visitors section on the departmental website. Manages all department affiliates and assists with setup of UCSB NetIDs.
UC Vaccination Programs Policy
As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs – With Interim Revisions. *
As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals* must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.
For more information, please visit:
· UC Santa Barbara COVID-19 Information https://www.ucsb.edu/COVID-19-information
· University of California Policy on Vaccinations – With Interim Amendments https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy
* Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.
Equal Opportunity/Affirmative Action Statement
UC Santa Barbara is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.
For the University of California's Affirmative Action Policy, please visit: https://policy.ucop.edu/doc/4010393/PPSM-20.
For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination.
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Application Status
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