Payroll & Personnel Assistant

Position Number: 41208279

Payroll Title: BLANK AST 3

Job Code: 4722

Job Open Date: 10/14/2025

Application Review Begins: 10/29/2025

Department Code (Name): AAVC (Assistant to the Vice Chancellor of Students)

Percentage of Time: 100%

Union Code (Name): CX- Clerical Unit

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 $29.35/hour to $32.91/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 $29.35/hour to $42.06/hour.

Work Location: EMBAR 2200

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

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid Eligible (Both UC & Non-UC locations). Hybrid Work Schedule will be considered as long as hybrid arrangements are approved by the Division of Student Affairs. The University has the authority to change or revoke hybrid scheduling with reasonable notice. Incumbent must be available to be in the office full time should operational needs require it.

Special Instructions:

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

Department Marketing Statement: The Student Affairs Business & Administration unit provides budget, financial, personnel, and administrative support to the departments within the Division of Student Affairs.

Benefits of Belonging

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Brief Summary of Job Duties:

The Payroll & Personnel Assistant is responsible for serving as the Preparer for all payroll and personnel functions using the UCPath Personnel System for student and staff employees within the Division of Student Affairs, particularly for Student Health, with additional support for the Student Life and Student Wellbeing clusters. This includes overseeing employee data entry and updates in the UC Path system, ensuring compliance with HR policies, coordinating hiring and termination processes, and maintaining confidential personnel records. The role also involves managing final pay processing, auditing timecards, troubleshooting payroll inquiries, and assisting with background checks and I-9 verifications. As the Timekeeping & Payroll Manager, this individual ensures accurate timekeeping, time card audits, and the resolution of time discrepancies across all employee categories. Additionally, the Assistant serves as a key resource for payroll-related questions and performs various administrative tasks, including supporting special projects and maintaining accurate files. Cross-training and backup duties across payroll and personnel functions further enhance departmental support. The position requires participation in special projects and collaboration within divisional workgroups. #LI-KA1

Required Qualifications:

• High School Diploma or equivalent experience
• Must possess strong organizational skills with a high degree of accuracy and attention to detail.
• Ability to prioritize work, perform and track a variety of tasks simultaneously, work under the pressure of deadlines, be resourceful and work independently.
• Ability to exercise professional judgment, and creatively solve problems within policy.
• Thorough knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.
• Requires good verbal and written communication skills, active listening, critical thinking, multi-task and time management skills.
• Requires interpersonal and work leadership skills to provide guidance to other nonexempt personnel.

Preferred Qualifications:

• Bachelor's Degree
• Personnel/Payroll processing experience.
• Familiarity with campus policies, procedures, and systems such as UCPath and Kronos.

Special Conditions of Employment:

• Mandated reporting requirements of Child Abuse
• UCSB Campus Security Authority under Clery Act
• Satisfactory criminal history background check
• UCSB is a Tobacco-Free environment

Misconduct Disclosure Requirement:

As a condition of employment, the final candidate who accepts a conditional 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; received notice of any allegation or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, 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:

50% Payroll & Personnel Support/Processing:

Serves as the primary Payroll & Personnel Preparer using the online UC Path Personnel System for all student and staff employment for the Division of Student Affairs, specifically Student Health. Serves as the backup Payroll & Personnel Preparer for other Payroll and Personnel Assistants serving other clusters within the Division of Student Affairs.

Responsible for initial data entry and subsequent updates to the UC Path systems for all student, limited and BYA employees. Systematically tracks and ensures that all employment documents are complete and processed in compliance with accounting and HR guidelines and University policies. Coordinates the hiring and separation of temporary personnel, work- study, and other student/limited employees. 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 maintain confidentiality and continually demonstrate ethical standards in the performance of the job duties. Provides administrative support to the unit supervisors for recruiting, hiring, and scheduling student employees. Serves as a resource on the current policies and practices of the Student Affairs Division and Human Resources Office related to these activities and prepares the appropriate paper and online forms.

Initiates background checks on the online screening system. Utilizes the Tracker "I-9 Complete" online system to verify and document legal work eligibility for all newly hired employees in the department. Completes training to be certified to use the I-9 Complete tool prior to the assignment of a user ID. Upon certification, signs Acknowledgement of assigned role and responsibilities. Participates in periodic training required to maintain certification and access to I-9 Complete. Fulfills all responsibilities outlined in the Acknowledgement in a timely manner and employs good faith efforts in verifying the authenticity of eligibility documents. (Operator access is contingent upon completion of a satisfactory criminal history background check as required by UCSB Policy for positions handling sensitive data.)

Assists the Director of Business and Administration and the Payroll & Personnel Manager as the departmental contact for questions from staff pertaining to personnel matters with regards to benefits and payroll check distribution. Audits work hours for casual employees to ensure that monthly maximums and student workstudy allocations are not exceeded. Independently troubleshoots payment inquiries from employees. 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, transfer of payroll expense and leave no salary which sometimes includes complex retroactive actions upon approval.

Incumbent must interpret and apply appropriate University policies regarding use of compensatory, holiday, vacation, administrative leave and sick leave, and complete payroll deduction/adjustments where appropriate. Stays current with university policies, union agreements, departmental changes, and either takes direct action or confers with other decision makers on action needed in a timely manner.

Monitors overtime and reports to supervisors as requested. Maintains annual request forms for election of compensatory time-off or overtime pay for all non-exempt eligible staff.

Manages the workstudy program for students employed in the cluster: updates job descriptions, maintains time records, and completes payroll transactions. Coordinates the continuous hire of workstudy students throughout the year for all units within the office. Maintains personnel records for all employees within the cluster; complete confidentiality required, assures that probationary and merit evaluations and related reports are completed as required. Prepares letter of notice for all merit or across the board increases or other HR actions and announcements.

40% Timekeeping Management:

Serves as the Timekeeping & Payroll Manager, specifically within Student Health. Serves as the backup Timekeeping & Payroll Manager for other Payroll and Personnel Assistants serving the other clusters within the Division of Student Affairs.

Responsible for the proper set-up, accruals, and payment to employees. Independently set up or modify employees profile in the timekeeping system upon hire, reclassification, and change in leave accrual or time code. Responsible for all aspects of the online timekeeping system for career, limited, BYA and student hiring and inputting for the Student Life and Student Wellbeing clusters. Reports variable and hourly payroll, audits time cards for all employees and maintains agreement between the timekeeping and the leave reporting system. Coordinates timekeeping trainings as needed to include editing and approving their own timecards and their supervised employees' timecards. Assists managers and supervisors with support, such as absences, timestamp, employee profile, accurate account string (pay codes and transfer codes), and time discrepancies. Reviews upload reports after each payroll and accrual upload. Provides training and assists employees with technical issues with accessing and maneuvering in the timekeeping system. Serves as the primary liaison with ITS office to resolve issues. Assists with payroll reconciliation and provides data entry for variable employees from timecards to the payroll shadow system. Flags and corrects any discrepancies.

Updates annual z-time hour reporting to Kronos. Monitor, maintain and support tracking and timekeeping for FMLA, Union Business Leave (UBL), union bargaining leave and other leave of absences. Responsible for the coordination of furlough schedules for Partial Year Career Staff.

Monitors position end dates for all non-career employees and contacts supervisor regarding continued employment/reappointment. Track worked hours for limited appointments to ensure hour maximum threshold is in compliance.

10% Other Duties:

Is a member of Student Affairs Business & Administration (SABA). Participates in regular meetings and divisional workgroups as assigned.

Manages the administrative, payroll and personnel files for the Division of Student Affairs. Assures that files are indexed, maintained, and purged in accordance with University and office practices. Provides telephone and reception support and prepares draft correspondence in a professional and accurate manner. Maintains an understanding of other departments and units within the Division of Student Affairs and serves as a backup additional Payroll, Personnel and Timekeeping areas as needed. Provides program support for major departmental events and other projects and duties as assigned. Special assignments require the ability to work independently on projects assigned by the Director of Business and Administration, or any of the department directors or managers within Student Affairs.

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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