Payroll Title: Administrative Officer 2 CX
Job Code: 4563
Job Open Date: 1/18/24
Application Review Begins: 2/2/24
Department Code (Name): OBSD – Office of Black Student Development
Percentage of Time: 100%
Union Code (Name): CX – Clerical/Admin
Employee Class (Appointment Type): Career
FLSA Status: Non-Exempt
Classified Indicator Description (Personnel Program): PSS
Salary Grade: STEPS
Hiring/Budgeted Salary or Hourly Range: The budgeted salary range that the University reasonably expects to pay for this position is $28.83-$31.05/hr.
Full Salary Range: The full salary range for this position is $28.83-$47.23/hr. 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.
Work Location: Student Resource Building
Working Days and Hours: Monday – Friday, 8 am – 5 pm
Benefits Eligibility: Full Benefits
Type of Remote or Hybrid Work Arrangement if applicable: Hybrid
Special Instructions
For full consideration, please include a resume and a cover letter as part of your application.
Department Marketing Statement
The Office of Black Student Development is dedicated to advancing the holistic support of UCSB’s Black undergraduate and graduate student communities. It supports the Black student experience at UCSB through a focus on four key areas: Recruitment & Retention, Holistic Support, Advocacy, and Academic Success. The OBSD team works with campus partners to create and cultivate innovative programs and services. It develops, shares, and actively engages its students and partners in a unique combination of student advocacy, academic resources, support services and collaborations to achieve a more inclusive, empowering and enriching campus experience. These services and partnerships work together to create a positive learning environment, foster a sense of belonging and assist Black students to achieve sustainable academic excellence, career and life success.
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 and why You Belong at UC.
Brief Summary of Job Duties
Provides organizational support, project management and administrative support to the department Director. Responsible for professional financial and payroll analysis and processing, including extracting, researching, and analyzing financial and payroll data and developing, creating, and presenting budget data, projections, and reports to Director; and when asked to the division’s Budget & Administration team. Helps director and staff establish a place of welcome, respect and belonging for the Black community on campus, in the OBSD and at OBSD-sponsored events. Manages the front office, facilities and customer service. Provides policy information to staff and handles multiple projects that require strong analytical and organizational skills. Serves as a primary preparer for personnel & payroll adjustments requiring accurate interpretation of policies and procedures. In consultation with Director of Budget & Administration, analyzes budget, staff funding and staffing lists and reconciles and makes recommendations. Develops appropriate business procedures and best practices for procurement, financial, and payroll and personnel processes ensuring that department is compliant with University Business & Financial policies. Audits and oversees payment processing and general ledger reconciliation. Analyzes and interprets new campus business processes and provides recommendations to Director. Supports the Cluster and provides administrative, human resource, or financial support to cluster departments, as needed.
Required Qualifications
Preferred Qualifications
Special Conditions of Employment
Job Functions and Percentages of Time:
40% Financial Analysis/ Management/ Reporting
Researches and gathers financial data to analyze and forecast expenditure patterns, identifies potential budgetary issues, identifies trends, makes recommendations, and creates and presents reports to director. Assists in the development and maintenance of the structural budgets and provides OBSD director and Student Academic Support Services (SASS) leadership with reports. Helps cluster, as needed. Manages the annual fiscal year end closing. Monitors various funding sources (registration fees, State funds, various donor funds, income, etc.) and multiple cost centers, if relevant. Independently responsible for the design, development, implementation and maintenance of financial shadow systems and electronic spreadsheets to track appropriations, expenditures, and account balances. Holds an in-depth understanding of policies and regulations affecting various funding sources. Oversees online general ledger reconciliation and budget updates for the OBSD and assists cluster areas, as needed. Processes transfer-of-funds, transfer-of-expenses, and carry forward requests as needed. Prepares financial journals and financial budget. Independently researches and resolves discrepancies on all accounts. Ensures compliance of policies and restrictions including but not limited to University, State, student lock-in fees and various donors. Works closely with the department and cluster managers to make fiscal decisions for both immediate and long-term health of the program. Is knowledgeable and guided by the program mission in budget analysis and recommendations. Develops and maintains the department financial electronic filing system, including setting up, archiving, and purging financial files according to University record retention policies. Develops internal controls to mitigate risk. Works with stakeholders on all financial matters and for maintaining shadow system of appropriations and expenditures for OBSD. Researches and prepares budget information in order to process one-time Student Fee Advisory Committee (SFAC) budget requests as needed, and ensures full completion of the process. Submits invoice and documentation to the Budget & Planning Office in order to initiate the appropriations to the departments. Responsible for the assignment and maintenance of the Gateway Management Counsel for staff roles and approval process. As the financial analyst, provides support in the purchasing of supplies and services using campus systems through Business and Financial Services. (Gateway, Request for Services). Ensures compliance on all policies and procedures related to purchasing and procurement and communicates policies to staff as appropriate. Serves as reviewer and allocator for FlexCard purchases and responsible for approving transactions in a timely fashion. Responds to FlexCard audits and provides information as appropriate.
30% Human Resource Management and Payroll
Oversees all payroll and personnel transactions by serving as the department’s primary preparer for career actions and reviewer when necessary for other transactions. Researches, analyzes and resolves discrepancies in payroll matters. Ensures that applicable University payroll and personnel guidelines, including collective bargaining agreements, are followed. Provides support in the preparation of personnel documents and functions. Must be knowledgeable on Human Resource policies and Student Affairs divisional policies, to competently and effectively initiate, complete and submit personnel transactions. Utilizing online systems, researches, extracts, and prepares relevant data and background material for Human Resource projects and reports. Reconciles quarterly staffing list within established deadlines; prepares necessary provision forms and transfer of funds to balance payroll and budget transactions. Must have a thorough knowledge of permanent staffing and FTE policies. Analyzes staffing patterns and determines cost effective funding sources. Responsible for maintenance of confidential and non-confidential staff personnel files. Assist in coordinating merits, promotions, reclassifications. Processes leave reporting worksheets, benefits information, injury reports and workers compensation forms. Advises on worker’s comp, ADA, disability, FMLA, catastrophic leave and related policies. Serves as the department benefit representative and distributes information to staff as appropriate. Assists staff in navigating system and accessing UCOP benefits work-site and other support as applicable. Serves as the primary administrator for Kronos timekeeping system and has an in-depth knowledge of all intricate functions, elements and rules governing the maintenance of the Kronos. Serves as the primary liaison and network with Kronos Administrators to resolve any issues. Responsible for reconciling leave balances for all employees in OBSD. Ensures staff completes all required trained according to UC policy, as appropriate. Assists the Director of Budget & Administration with cluster assignments related to personnel and accounting issues and processing as necessary, using tools such as OACIS, UCPath, Excel, Data Warehouse, Espresso, etc. Assist with reconciling leave reporting for cluster departments. Serves as the Department Safety Representative for OBSD, which includes developing and implementing departmental emergency operations procedures, i.e. hazard communication, ADA compliance, safety training and standards and other health and safety requirements.
15% Community Building, Student Service Support
Helps director and staff develop office policies and practices that support the OBSD’s efforts toward inclusion, community-building, retention and advocacy. Helps establish a place of welcome, respect and belonging for the Black community on campus, in the OBSD and at OBSD-sponsored events. Responds to in-person, phone and online inquiries and connects individuals to resources and advocates on and off campus. Ability to multi-task and respond to the administrative, and student service needs of the OBSD. Responds to crisis situations effectively and per UC policy; manages situations requiring immediate action, and makes campus referrals as needed. Responsible for the day-to-day operations of the front office. Oversees office management, IT and all administrative processes for staff or facilities. Responsible for the long- and short-range operations planning and maintenance. Serves as the administrative representative on the department’s leadership team. May be assigned other miscellaneous duties and projects as needed.
15% Data Management
Works with Director on software or vendor product for student record database. Maintains archives for OBSD online and in department internal software programs. Works with Director to anticipate, develop and implement data system changes, due to changing operations, software tools, partners, university and UC processes and regulations. Ensures that data supports the overall strategic planning needs, including development, implementation, assessment and evaluation of all activities and services associated with a complex and dynamic organization. Provides financial and student service data and reports to support development efforts to include grant applications, and fundraising initiatives. Produces quarterly department summaries about students served and financial commitments for the Director and Assistant Directors. Analyzes and refines data retrieval procedures. Ensures staff is trained on use of all UC and campus software programs and works with IT partners to ensure confidentiality and security of data. Manages IT and security access to department and campus systems. In consultation with the Director, defines roles and access levels for all users.
UC Vaccination Programs Policy – With Interim Revisions
As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs – With Interim Revisions.*
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 Amendments 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 and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.
Reasonable Accommodations
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Application Status
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The University of California is an Equal Opportunity/Affirmative Action Employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.
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