Personnel and Payroll Coordinator

Position Number: 41271004

Payroll Title: ADMIN OFCR 2 CX (004263)

Job Code: 004263

Job Open Date: 9/23/26

Application Review Begins: 10/8/26

Department Code (Name): EXOF (Office of the Executive Vice Chancellor and Provost)

Percentage of Time: 100

Union Code (Name): CX - Clerical/Admin

Employee Class (Appointment Type): Staff: Career

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $34.20 to $36.83/hour. 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 salary range for this position is $32.55 to $53.32/hour.

Work Location: Cheadle Hall - 1234

Working Days and Hours: Monday - Friday, 8am-5pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid schedule considered after completion of onboarding period.

Special Instructions:

For full consideration, must include a resume and a cover letter as part of your application.

Department Marketing Statement:

The Office of the Executive Vice Chancellor and Provost has oversight for academic planning and programming, the development and implementation of academic policy, and the academic personnel process. The office has responsibility for all academic units, on and off-campus instructional activities, and instructional support programs. It maintains formal liaison with the Office of the President.

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

Brief Summary of Job Duties:

Under the general supervision of the Assistant Manager, Personnel & Payroll (AMPP), the Personnel and Payroll Coordinator administers personnel, payroll, and timekeeping for units supported by the Business Operations Team in the Office of the Executive Vice Chancellor and Provost. These units include: Office of the Executive Vice Chancellor and Provost, Academic Affairs Information Technology (AAIT), Academic Personnel (AP), Title IX Compliance & Discrimination and Harassment Prevention Office, Ombuds Office, Office of Education Partnerships, Office of Admissions, Early Academic Outreach. Processes personnel/payroll transactions, and manages monthly and biweekly payroll cycles for academic, staff, and student employees. Supports recruitment, hiring, and separation workflows across various systems (i.e. Job Builder, TAM, UCPath, and UC Recruit). Serves as a resource and ensures strict accuracy and compliance through an in-depth understanding and interpretation of federal, state, bargaining unit, and UC personnel policies and procedures. Works closely with the departments of Human Resources, Academic Personnel, International Students and Scholars, Payroll Accounting, and Financial Aid.

Required Qualifications:

• Bachelor's Degree required in a related area and / or equivalent experience / training.
• 2+ years administrative experience
• 2+ years experience in payroll/personnel operations
• Demonstrated strong organizational skills with the ability to work on multiple projects with conflicting deadlines and to work efficiently with frequent interruptions.
• Proven track record of solid communication and interpersonal skills to communicate effectively both verbally and in writing with a variety of people.

Preferred Qualifications:

• 2+ years experience in timekeeping
• Experience in a higher education setting
• Working knowledge of UCPath, Timekeeping, and FinHub.
• Proficient in Zoom, Google Suite and Microsoft Office applications.

Special Conditions of Employment:

• Satisfactory criminal history background check
• UCSB is a Tobacco-Free environment

Misconduct Disclosure Requirement:

As a condition of employment, the final candidate who accepts an offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; or have filed an appeal of a finding of substantiated misconduct with a previous employer.

"Misconduct" means any violation of the policies governing employee conduct at the applicant's previous place of employment, including, but not limited to, violations of policies prohibiting sexual harassment, sexual assault, or other forms of harassment, or discrimination, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

UC Sexual Violence and Sexual Harassment Policy

UC Anti-Discrimination Policy

Abusive Conduct in the Workplace

Job Functions and Percentages of Time:

Payroll (30%): Under the general supervision of the Assistant Manager, Personnel & Payroll (AMPP), the Personnel and Payroll Coordinator provides payroll and personnel support for units supported by the Business Operations Team. Serves as a primary preparer in UCPath for select units. Serves as a backup UCPath preparer within the unit and for units across the Academic Affairs Division, as needed. Initiates UCPath transactions within established timelines and verifies that employees are paid accurately and on time. Ensures proper authorizations and approvals have been obtained prior to submitting actions in UCPath. Researches complex and exceptional personnel and payroll issues. Identifies and outlines options available to the department. Creates and revises departmental personnel and payroll forms, in coordination with the personnel and payroll team. Assures automatic merit and range adjustments are properly processed. If necessary, submits ServiceNow tickets to correct issues. Processes salary adjustments, classification changes, and any other updates. Ensures appropriate approvals are documented prior to processing compensation and/or funding adjustments. In coordination with the personnel and payroll team, manages the work-study program for students employed within the units: updates job descriptions, maintains time records, and completes payroll transactions. Coordinates the continuous hire of work-study students throughout the year for select units within the office. Coordinates with the Work-Study Office. Records earnings and hours of work-study students ensuring that earnings do not exceed work-study allocations, and that all work-study program requirements are met. Maintains reports of work-study hours, as needed. Acts as processor for additional compensation (such as summer salary, by agreement payments, monthly administrative stipends, and other special salary).

Timekeeping (30%): Serves as a Timekeeper & Payroll Manager for select units directly supported by the Business Operations Team. Processes monthly and biweekly payroll for employees. Ensures that managers approve timecards prior to deadlines. Validates that timecards are complete and accurate, and signs off on employee and manager timecard approvals prior to upload. Processes overtime and/or non-routine payroll. Notifies AMPP, or others as directed, when staff works in excess of approved time. Verifies compensatory time reported and ensures appropriate authorization is on file. Monitors and processes actions affecting employees' pay, including complex retroactive actions. Performs payroll corrections, as needed. Works with AMPP to identify, clarify, and resolve complex problems relating to payroll. Serves as a liaison to the central Timekeeping team to resolve issues related to the online timekeeping system. Independently researches any timekeeping issues in collaboration with the central Timekeeping team and AMPP. Flags and corrects any discrepancies. Configures and modifies employee profiles in Timekeeping upon hire, reclassification, and change in leave accrual or time code. Monitors leave accruals for employees and processes corrections as needed. Audits timecard leave balances for staff. Works closely with others to provide payroll data for reports and ledger reconciliation. Utilized FinHub and other campus reporting tools to assist with monthly payroll reconciliation. May prepare reports and summaries of payroll expenditures; summarizing earnings and projected earnings for individual employees or groups of employees. Discusses repeat problems with payroll staff to identify procedural discrepancies leading to errors. Coordinates training for new hires or new supervisors for Timekeeping as needed to include editing and approving their own timecard and their supervised employees' timecards. Assists managers and supervisors with timekeeping support, such as absences, timestamp, employee profile, and time discrepancies. Provides support to employees with technical issues with accessing and and use of Timekeeping. Interprets and applies appropriate University policies regarding use of compensatory, holiday, vacation, administrative leave and sick leave, and complete payroll deduction/adjustments where appropriate.

Employment (20%): Coordinates the hiring and separation of staff, academic personnel, and student employees. Provides administrative support to unit supervisors for recruiting, hiring, and separation of employees. Supports training of department staff to assist with student hiring. Under the direction of the AMPP, provides support for recruitments. Duties include updating job descriptions, entering information in Job Builder and TAM, serving as the hiring manager in TAM, and organizing search committee materials. Maintains an understanding of Academic Personnel policies and processes. Applies procedures for hiring personnel, ensuring internal, campus, state, and federal employment practices are followed. Adheres to all relevant policies, procedures, rules and regulations pertaining to employment. Works closely with the Office of International Students and Scholars on visa classifications. Responsible for processing the hiring documents for student employees, academic personnel, and staff. Provides support for the onboarding and separation processes for units supported by the Business Operations Team. Ensures timely completion of assigned tasks. Coordinates with internal staff and other campus units to ensure all processes are completed accurately. Initiates Background Checks using TrueScreen. Utilizes the I-9 Tracker system to verify and document legal work eligibility for all newly hired employees in the department. Ensures newly hired staff and academic employees receive applicable orientation and benefits information. Provides guidance to new student employees during the hiring process. Systematically tracks and ensures that hiring and employment documents and steps are complete and processed in compliance with University policies, collective bargaining agreements and applicable laws. Coordinates with other campus departments on approvals and access for shared employees. May provide administrative support for staff recruitments in other units within the Division. Processes separation documents for staff and academic employees. Instructs them on procedures regarding discontinuance of benefits and retirement options.

Administrative Support (10%): Requires a comprehensive understanding and application of UC and campus policies, as they relate to individual personnel situations, and establishing and maintaining employee records. Must demonstrate ethical standards in the performance of duties. Serves as a resource on the current policies and practices of the Division and Human Resources office related to these activities and prepares the appropriate paper and online forms. Maintains exercise judgment, logic, tact, and diplomacy while performing the critical duties of the position. Maintains data integrity across institutional systems such as UCPath, Timekeeping, and FinHub. Acts as a departmental contact for questions from employees pertaining to personnel matters with regards to benefits and payroll check distribution. Audits work hours for student employees to ensure that monthly maximums and student work-study allocations are not exceeded. Independently troubleshoots payment inquiries from employees. Researches, analyzes, and recommends appropriate actions to resolve issues concerning payroll transaction and personnel actions. Researches, resolves problems and discrepancies in payroll and reports late payroll to ensure timely payment to employees. Monitors and processes actions affecting employees' pay, including late payment, over payment, and salary cost transfer of payroll expense and leave no salary which sometimes includes complex retroactive actions upon approval. Monitors limited staff appointments. Provides support for the staff leave process. Assists with managing, organizing, and securing personnel records for employees within the units in a confidential manner. Assures that files are purged in accordance with University and office practices. Tracks that probationary and merit evaluations and related reports are completed as required. Maintains an understanding of other departments and units within the Division and serves as a backup for Payroll, Personnel, and Timekeeping areas, as directed. May advise supervisors and/or employees on the completion of personnel-related forms. When necessary, coordinates communications between business services, benefits, disability and labor relations units to ensure appropriate actions are taken on behalf of the university in cases of Workers' Compensation and extended illness. Assists with fiscal closing. Demonstrates a high degree of flexibility and initiative in learning, adopting, and training staff on University policies, procedures, and systems.

Analytical and Organizational Support (10%): Works on multiple projects simultaneously, meeting deadlines while maintaining a high level of accuracy. Sets priorities, coordinating deadlines for projects and information responses. Researches background material including policies, procedures, and historical data, analyzes content, and uses judgment to recommend appropriate course of action. Gathers, analyzes and prepares background content material and designs reports. Reviews correspondence, reports, and responses. Responsible for updating approved workflow documentation and ensuring that any revisions have been reviewed and approved. Projects may include review of policies, procedures, and historical information; researching and analyzing data; organization of files and documents; preparation of spreadsheets, graphs, tables, reports and presentations; establishing agendas and timelines, and drafting documents and confidential reports. Coordinates assignments and projects including setting objectives; developing processes; and planning, coordinating, and implementing activities. Informs, updates, and consults with senior staff on activities, discussions, issues, and related actions.

UC Vaccination Programs Policy:

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs.

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 University of California Policy on Vaccinations - 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 Employment Opportunity:

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

Reasonable Accommodations:

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