Human Resources & Payroll Coordinator

Payroll Title: ADMIN OFCR 2 CX

Job Code: 4263

Job Open Date: 10/31/2024

Application Review Begins: 11/18/2024

Department Code (Name): FACM (Facilities Management)

Percentage of Time: 100%

Union Code (Name): CX-Clerical

Employee Class (Appointment Type): Staff: Career

FLSA Status: Non-exempt

Salary Grade: N/A

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $34.84 to $38.45/hourly. 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 $30.04 to $49.21/hourly.

Work Location: Navigator Building 897, 2110

Working Days and Hours: M-F; 8:00am - 5:00pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid (Both UC & Non-UC locations)

Special Instructions:

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

Department Marketing Statement:

The mission of all Design, Facilities & Safety Services units is to design, build, operate, maintain, and renew the physical environment required to support the University's instructional, research, and public service mission and to assure UCSB is at the forefront of world class universities.

Our Goals Are To:

Create one of the most attractive campuses in the world;

Ensure the long term preservation of the investment in facilities and equipment;

Provide excellence in service to the campus community; and

Achieve our goals with a supportive and highly motivated staff.

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 general supervision of the Design, Facilities & Safety Services (DFSS) HR SUPV 2, provides HR administration and payroll and timekeeping management for 350+ departmental FTE. Provides administrative and analytical services to DFSS departments, requiring initiative, diplomacy, independent judgment, attention to detail, and timely response to clientele. Responsible for staff and student employment activities. Coordinates recruitment, screening, and placement processes for a large volume of employees including writing and updating job descriptions, and classifying/reclassifying positions. Responsible for onboarding, employee engagement initiatives, UC policy interpretation, employee separation, and off-boarding. Works with several campus entities to stay abreast on policies, procedures, and practices, and disseminates pertinent information to appropriate parties. In coordination with the HR SUPV 2, researches, analyzes, develops, and implements HR policies and procedures. Provides assistance with employee training and development.

Required Qualifications:

• Bachelor's degree in related area and / or equivalent experience / training
• 3-5 years Experience in a customer support role within a fast-paced environment
• 3-5 years Ability to manage multiple high level sensitive tasks simultaneously, with professionalism, and confidentiality
• 3-5 years Administrative experience, preferably in human resources
• 3-5 years Ability to work effectively with diverse populations and experience creating and sustaining a diverse and culturally competent workforce
• Thorough knowledge of campus payroll processes, policies, and procedures; knowledge of Kronos electronic timekeeping, and UCPath.
• Working knowledge of campus and department human resources processes, and procedures; understands organizational rules and regulations.
• Demonstrated judgement and decision-making skills; verbal, written, and active-listening communication skills. Uses interpersonal skills and service orientation skills in interactions with customers and colleagues. Excellent organizational skills and ability to multitask.
• Problem solving, problem identification, reasoning skills, and ability to develop original ideas to solve problems.
• Intermediate mathematical skills.
• Analytical skills to conduct analysis and develop recommendations; demonstrates organizational skills and problem-solving skills.
• Thorough knowledge of human resources policies and procedures, employment practices, salary administration, training, and how they affect other organizational policies and procedures.
• Knowledge of human resources management system (HRMS), and/or other related business software programs and systems; strong computer skills with the ability to navigate the ever-changing landscape of organization-specific platforms.
• Demonstrated ability to handle difficult or volatile situations/individuals effectively, using sound judgement to respond to issues and concerns.

Special Conditions of Employment:

• Maintain a valid CA driver's license
• Satisfactory criminal history background check
• UCSB is a Tobacco-Free environment

Job Functions and Percentages of Time:

• 40% HUMAN RESOURCES - Conducts personnel operations for DFSS including recruitment, employment, orientation, counseling, and all personnel actions and statistical records. Maintains close contact with campus Human Resources and Business & Financial Services while keeping abreast of changes in policies and procedures. In coordination with the HR SUPV 2, provides oversight of on-boarding and off-boarding programs for DFSS employees. Reviews and applies HR policies, collective bargaining agreements, and procedures to human resource issues. Provides consultation to supervisors regarding general employment/compensation matters. Provides high-level support to the HR SUPV 2 administering various on-going and one-time HR initiatives, projects, and programs including application of range adjustments, implementation of union wage agreements, and compensation surveys. Actively participates and/or collaborates with the HRSUPV 2 in the development, coordination, and oversight of various human resources training programs and instructional workshops for DFSS employees and supervisors, particularly with emphasis on recruitments, onboarding, retention, employee engagement and HR best practices. Researches, analyzes, and provides recommendations on current business trends, statistics, and practices in promoting employee engagement. Advises DFSS Directors and supervisors regarding their employment needs. Works with departments to add or update job descriptions ensuring work is appropriate and accurately documented. Provides support for industrial and non-industrial disability issues and leave, and workers compensation claims for DFSS employees. Serves as primary liaison between campus offices and employees, as needed. Assists with managing the DFSS-HR email and coordinates with Campus Human Resources for employee eligibility and use of disability benefits. Provides UCPath, Workers Compensation, and Human Resources with all necessary personnel/payroll information. Works with the HR SUPV 2 to standardize processes, optimize operational effectiveness, and ensure best practices. Provides support to DFSS units in administering policies and programs in the areas of employment, training, and wage and salary administration, including recommending internal procedures, developing training, and drafting communications for new policies and initiatives. Configures, processes, and distributes reports from available systems and databases to communicate pertinent recruitment, payroll, and compliance information, and designs and programs other reports as needed. Assists in arranging and scheduling in-person mandatory and supplemental UC trainings and presentations.

• 30% RECRUITMENT & CLASSIFICATION - Manages logistics for student, limited, and career recruitments including composing and reviewing job announcements, preparing requisitions in TAM, scheduling interviews, and submitting hiring proposals. Handles all related correspondence, and maintains records and statistics for affirmative action purposes. Trains hiring committees on appropriate recruitment procedures and assists with recruitments, job offers, and rejections, as needed. Liaises with Campus HR as needed. Ensures compliance with internal, campus, state, and federal employment practices. Serves as first point-of-contact for employees and supervisors regarding position classification and reclassification. Coordinates with supervisors to prepare first draft staff job descriptions for new positions and reclassification actions. Advises and consults the HR SUPV 2 on any problematic employment and recruitment situations. Reviews classification of permanent positions, temporary appointments, and recruitments in compliance with system-wide and campus requirements and guidelines. Conducts job analyses, engages in job description review and development. Recommends appropriate classification and appointment levels.

• 20% PAYROLL & TIMEKEEPING - In coordination with the HR SUPV 2, establishes and maintains workflows to ensure all personnel/payroll activities are conducted efficiently, in an accurate and timely manner. Responsible for payroll preparation and distribution for a large volume of staff and student employees. Responsible for processing late and off-cycle payroll transactions. Analyzes, troubleshoots, and investigates payroll problems and/or discrepancies. Maintains knowledge of UC policies and union agreements related to overtime, vacation, and sick leave accrual and use. Reviews Kronos timesheets and follows up with supervisors/time approvers and employees on a bi-weekly & monthly basis. Ensures accuracy of reported time, and troubleshoots problems as necessary. Coordinates time reporting with other campus departments to ensure accurate calculations for employees with multiple appointments. Works with employees and other departments, providing support and training to comply with all applicable policies and procedures. Advises supervisors on policies and procedures for maintaining timecards. Manages the OT sheets by collecting, reconciling against Kronos and entering into WebTMA. Process overtime billing as necessitated by the FM Recharge Packages and work with the fiscal team on recharging for all OT work done in other departments on campus.

• 10% MISCELLANEOUS - Provides tier 2 support, addressing inquiries regarding personnel, and DFSS policies, as well as matters regarding time reporting and employee benefits. Participates on task-specific teams or leads special projects as assigned. Engages in training for professional skills enhancement and career development. Participates on DFSS and campus committees as appropriate.

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:

* UC Santa Barbara COVID-19 Information - https://www.ucsb.edu/COVID-19-information
* University of California Policy on Vaccinations - With Interim Revisions - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

*Note: The Policy on Vaccination Programs - With Interim Revisions was updated effective August 16, 2023. A systemwide review of this policy will take place in Fall 2023 with an expected issuance/effective date in early 2024.

**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. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.
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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