University of California - Santa Barbara
Payroll & Personnel Assistant
University of California - Santa Barbara, Santa Barbara, California, us, 93190
Position Details
Position Number: 41208279
Payroll Title: BLANK AST 3
Job Code: 4722
Job Open Date: 10/14/2025
Application Review Begins: 10/29/2025
Department: 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: 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 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 non‑exempt 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, limited, and BYA employees. Systematically tracks and ensures that all employment documents are complete and processed in compliance with accounting and HR guidelines. Coordinates hiring and separation of temporary personnel, work‑study, and other student/limited employees. Maintains confidentiality and demonstrates ethical standards. Provides administrative support to unit supervisors for recruiting, hiring, and scheduling student employees. Serves as a backup to other Payroll and Personnel Assistants across clusters.
40% Timekeeping Management
Manages timekeeping systems, includes setting up and modifying employee profiles, audits time cards, maintains agreement between timekeeping and leave reporting systems, coordinates trainings, and assists with payroll reconciliation. Provides training and resolves technical issues in the timekeeping system. Serves as liaison with ITS office and assists with payroll shadow system data entry.
10% Other Duties
Is a member of Student Affairs Business & Administration (SABA). Participates in regular meetings and divisional workgroups. Manages administrative, payroll, and personnel files, provides telephone and reception support, prepares draft correspondence, and supports major departmental events and projects. Provides program support for large events and other duties as assigned. Special assignments require independent work on projects assigned by the Director of Business and Administration or other department managers.
UC Vaccination Programs Policy As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs. All covered individuals must participate by providing proof or request for exception by the compliance date. For more information, please visit: https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy
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 The University of California endeavors to make https://jobs.ucsb.edu accessible to any and all users. For accessibility requests contact Katherine Abad in Human Resources at 805‑893‑4664 or email katherine.abad@hr.ucsb.edu. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.
Privacy Notification Statement Privacy Notification Statement and Notice of Availability of the UCSB Annual Security and Fire Safety Report Disclosures
Application Status If you would like to check the status of your application, please log into the Candidate Gateway where you applied and click on 'my activities'.
#J-18808-Ljbffr
Position Number: 41208279
Payroll Title: BLANK AST 3
Job Code: 4722
Job Open Date: 10/14/2025
Application Review Begins: 10/29/2025
Department: 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: 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 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 non‑exempt 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, limited, and BYA employees. Systematically tracks and ensures that all employment documents are complete and processed in compliance with accounting and HR guidelines. Coordinates hiring and separation of temporary personnel, work‑study, and other student/limited employees. Maintains confidentiality and demonstrates ethical standards. Provides administrative support to unit supervisors for recruiting, hiring, and scheduling student employees. Serves as a backup to other Payroll and Personnel Assistants across clusters.
40% Timekeeping Management
Manages timekeeping systems, includes setting up and modifying employee profiles, audits time cards, maintains agreement between timekeeping and leave reporting systems, coordinates trainings, and assists with payroll reconciliation. Provides training and resolves technical issues in the timekeeping system. Serves as liaison with ITS office and assists with payroll shadow system data entry.
10% Other Duties
Is a member of Student Affairs Business & Administration (SABA). Participates in regular meetings and divisional workgroups. Manages administrative, payroll, and personnel files, provides telephone and reception support, prepares draft correspondence, and supports major departmental events and projects. Provides program support for large events and other duties as assigned. Special assignments require independent work on projects assigned by the Director of Business and Administration or other department managers.
UC Vaccination Programs Policy As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs. All covered individuals must participate by providing proof or request for exception by the compliance date. For more information, please visit: https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy
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 The University of California endeavors to make https://jobs.ucsb.edu accessible to any and all users. For accessibility requests contact Katherine Abad in Human Resources at 805‑893‑4664 or email katherine.abad@hr.ucsb.edu. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.
Privacy Notification Statement Privacy Notification Statement and Notice of Availability of the UCSB Annual Security and Fire Safety Report Disclosures
Application Status If you would like to check the status of your application, please log into the Candidate Gateway where you applied and click on 'my activities'.
#J-18808-Ljbffr