General Information
| Job Description | BLANK AST 3 | Working Title | Payroll and Events Assistant |
|---|---|---|---|
| Job Code | 004722 | Grade | |
| Department Name | Electrical & Computer Eng - D01004 | Department Head | Ertem Tuncel |
| Supervisor | Nicole Kramer | Effective Date | 05/08/2023 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Department Custom Scope
| Under general direction of the ECE FAO, employee is responsible for providing analytical, payroll/personnel, events, and other support to the ECE Department, CNSE, and its centers' 35 faculty, research personnel, 260 students, and staff (35 other academics). This includes but is not limited to responsibility for payroll/personnel, research and analysis of data, events management and the preparation of reports as required. Process quarterly payroll of approximately 200 payroll lines, monthly payroll as needed, visa preparations, and other administrative duties. **As a condition of employment, you will be required to comply with the University of California SARS-CoV-2 (COVID-19) Vaccination Program Policy. All Covered Individuals under the policy must provide proof of Full Vaccination or, if applicable, submit a request for Exception (based on Medical Exemption, Disability, and/or Religious Objection) or Deferral (based on pregnancy) no later than the applicable deadline. For new University of California employees, the applicable deadline is eight weeks after their first date of employment. ** |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in human resources, business, finance, or related discipline. | Preferred |
Experience Requirements
| Experience | Requirement |
|---|---|
| Minimum of 5 years of demonstrated related experience in payroll or an equivalent combination of education and experience. Experience should demonstrate high-volume payroll processing, such as full ownership of timekeeping and payroll responsibilities, using online payroll or personnel systems or databases such as PeopleSoft. Must have current working knowledge of payroll federal, and state regulations. | Required |
| Demonstrated experience working independently with minimal direction, as well as cooperatively in a team situation. | Required |
| Demonstrated ability and experience in providing quality customer service. | Required |
| Two or more years demonstrated work experience in Higher Education. | Preferred |
| PeopleSoft experience | Preferred |
| Two or more years experience applying UC Systemwide and/or UCR Campus policies, procedures, or systems for personnel/payroll actions such as time and Attendance Reporting System (TARS), Human Resource Data Warehouse (HRDW), or Full Accounting Units (FAU). | Preferred |
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
| Independently responsible to enter transactions timely to ensure bi-weekly and monthly paychecks are delivered on time and error free. Enters transactions online through ServiceLink and for academic personnel, graduate, and undergraduate students, limited and career staff, or other employee groups as determined. Administers payroll components of key personnel actions such as new hires, rehires, merits and promotions, stipends, data changes, appointment extensions, separations, etc. Verifies appropriate fund sources and leave accruals. Conducts independent research on employees' payroll history data and corrects any payroll discrepancies. Remains current on policies and procedures affecting use of appropriate title codes, account codes, and other transaction codes as relevant. Attend Shared Services User Group meetings. Adhere to Academic Personnel Manual (APM), UCPath procedures, Personnel Policies for Staff Members (PPSM), collective bargaining contracts, and organizational procedures in transacting personnel data changes, and organizational procedures in transacting personnel data changes. Submit corresponding Visa actions in ISS. Anticipate appointment renewals and work with Pi's, employees, and shared service centers for extensions or termination. Independently coordinate quarterly payroll submission for departments and programs of approximately 200 payroll actions. Collect and submit timesheets in certain circumstances such as off cycle pay, Reader pay, etc. | 55 |
| Event Coordination: plans and executes events such as lecturers, colloquia, conferences, luncheons, receptions, and meetings. Arranges room scheduling, room set-up, facilities, media resources, catering, parking, and other event needs. Coordinate annual faculty recruitment; managing itinerary, corresponding with attendees and assisting with travel arrangements. Manage details of weekly colloquia events along with colloquia committee Chair and class Reader. | 30 |
| Personnel Workforce Administration Manage positions in UCPath via Shared Service Center and ServiceLink to ensure new positions are created or existing positions are updated to accommodate new or concurrent hires. Coordinate onboarding with Shared Service Center to ensure timely onboarding of new staff, faculty, students, and volunteers are conducted. Coordinate background checks as needed. Monitor reverifications of work authorization documents. Provide Social Security numbers forms for new hires. Assist with card and key access for new hires as well as terminations. Update titles in Enterprise Directory and/or on website for academic personnel and staff titles. | 15 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Management skills to plan, coordinate, and direct numerous complex activities with competing deadlines and interruptions in a fast paced environment. | Required |
| Demonstrated knowledge and skill of concepts and practices of event planning, including the ability to effectively work with invited guests. | Required |
| Ability to and maintain cooperative working relationships and work in a team environment. | Required |
| Ability to maintain confidentiality of payroll and other sensitive information. | Required |
| Analytical skills and the ability to independently research questions and make appropriate contacts for problem solving. | Required |
| Ability to interact and communicate effectively, both orally and in writing, with a diverse group of students, faculty, professional staff, administrators, and campus personnel. | Required |
| Skill in adding, subtracting, multiplying, and dividing whole numbers, fractions and decimals. Skill in making comparisons and computations quickly and accurately. Skill in computing ratios, rates, and percentages. | Required |
| Ability to work independently; organizing and prioritizing workload and maintaining strict attention to detail. | Required |
| Skill in making appropriate job decisions following established policies and procedures. | Required |
| Demonstrated understanding and application of general personnel, labor relations, HR, collective bargaining agreements, and payroll policies and procedures. | Required |
| Demonstrated time management and organizational skills with the ability to work quickly, accurately, and maintain records with strict attention to detail. Ability to set priorities and use initiative organizing and handling a heavy workload. | Required |
| Demonstrated expert level oral and written communication skills, with the ability to interact effectively with a diverse clientele internally and externally. | Required |
| Excellent interpersonal skills including tact, diplomacy, adaptability, skill in recognizing politically sensitive situations, and maintain confidentiality at all times. | Required |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|---|
| Overtime | Required |
Other Special Requirements & Conditions
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Level of Supervision Received
| General Supervision |
Environment
Working Environment
| Hyrbrid |
Other Requirements
Items Used
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Physical Requirements
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Mental Requirements
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Environmental Requirements
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Critical Position
| Is Critical Position: Yes |