Payroll Title: Blank Assistant 3
Job Code: 4722
Job Open Date: 10/25/23
Application Review Begins: 11/09/23; open until filled
Department Code (Name): MATH (Mathematics)
Percentage of Time: 100%
Union Code (Name): CX (Clerical)
Employee Class (Appointment Type): Staff (Career)
FLSA Status: Non-Exempt
Classified Indicator Description (Personnel Program): PSS
Salary Grade: STEPS
Hiring/Budgeted Hourly Range: $27.90 – $28.58/hr.
Full Salary Range: 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 $27.29 – $39.12/hr. The budgeted hourly range that the University reasonably expects to pay for this position is $27.90 – $28.58/hr.
Work Location: South Hall 6601
Working Days and Hours: Monday-Friday; 8am – 5pm
Benefits Eligibility: Full Benefits
Type of Work Arrangement: In-person (Hybrid Available)
Special Instructions
For full consideration, please include a resume and a cover letter as part of your application.
Brief Summary of Job Duties
Under the general supervision of the Academic Personnel Analyst, assists in the preparation of all financial and payroll forms and transactions.
Responsible for payroll and employment actions for the department. Processes monthly and biweekly payroll transactions, leave reporting and resolves problems with payroll transactions. Serves as Timekeeper to ensure proper set-up and payment of employees. Assist with reconciling timecards and serves as the Kronos contact person. Maintains all I-9 and Oath requirements.
Assists with maintaining the Department of Mathematics academic personnel and student files. Assists the academic personnel analyst with the full cycle of academic merits, promotions, recruitments, and appointments. Maintains all academic files, tracks faculty eligibility for merits and advancements, assists with preparing case files for review and analysis by the Academic Personnel Analyst, and advises faculty on standard or routine policies and procedures.
Serves as Department reimbursement preparer. Responsible for processing all travel and reimbursement requests on department funds and extramural awards.
Maintains working knowledge of University payroll policies and procedures. Acts as liaison between campus central administrative offices, including Human Resources, Business and Financial Services, Graduate Division, and Office for International Students and Scholars. Demonstrates flexibility in learning, interpreting, and adapting to new policies and procedures.
Job Functions and Percentages of Time:
Personnel & Payroll (25%): Responsible for the accurate input of transactions into the campus payroll and personnel systems: UCPath, Kronos (UCSB’s electronic timekeeping system), and department shadow system (GUS). Processes new and continuing appointments for faculty, staff, and students. Maintains and updates personnel information as required. Processes bi-weekly and monthly payroll transactions, ensuring that all time worked and leave taken is reported in Kronos. Resolves any problems that arise. Maintains various internal record-keeping systems (databases, spreadsheets) of the department personnel. Prepares and processes new hires into UCPath, and assists with separation documents and checklists. Process summer salary. Maintain I-9 tracker and Oath requirements. Assists with maintaining student personnel files. Must maintain comprehensive knowledge of UC and campus policies as they relate to personnel, payroll and benefits. Provides orientation briefing to new department staff members.
Academic Personnel (25%): Assists with the processing, review, and administration of academic personnel matters. Prepares and maintains individual faculty and academic student personnel files. Maintains a database of all faculty personnel actions and their eligibility for merits and/or promotions. Assists in the preparation of materials for the personnel review, including the updating of bibliographies and curriculum vitae. May conduct a preliminary analysis of routine cases. Assist in the processing of faculty applications. Assist in recruiting reports and compiles data to enable analysts and faculty to assess applicants. Assists with placing advertisements, coordinating search committees and schedules, and arranging candidate visits and interviews. Tracks individual applicant packages through the reviewing process. Coordinates travel and other arrangements for applicants invited to the campus for interviews. Assists in the drafting of appointment letters. Assists in preparing appointment packages and employment documents for ladder and temporary faculty. Assists in drafting letters and preparing cases for lecturer, associate, visiting professor, visiting scholar, and affiliated appointments. Processes payroll transactions in PPS for all of the above academic hires.
Financial (25%): Responsible for processing all Concur travel and other reimbursement requests on department funds and extramural awards. Prepares all associated and required forms for domestic and international travel, which includes various locations and funding from various sources; foreign travel that involves days in different foreign cities and countries. Responsible for verifying funding availability, agency authorization, and appropriate approvals for each traveler and each funding source. Independently initiates appropriate approval forms as required by University and extramural agencies’ regulations for particular type of travel and status of traveler. Responsible for monitoring and tracking all travel activities to ensure that upon completion of travel all vouchers are prepared and that travelers and vendors are paid in a timely manner. Enters travel activities data into the departmental financial database GUS. Responsible for data integrity, review of open transactions, and problem-solving. Demonstrates flexibility in learning, interpreting, and adapting new policies and procedures. Provides recommendations consistent with the department’s function and goals for proficiency and advancement. Maintains and supports effective communication and individual working relationships with faculty, staff, students, Accounting, Office of Research, Academic Senate, and other academic departments. Provides advice and training sessions to travelers.
Administrative Support (10%): Processes all membership, entertainment, and miscellaneous expense reimbursements through Concur. Understands all applicable campus policies, including allowable expenses and proper chain of authority. Ensures that proper backup is obtained and that expense is allowable for that particular funding source and funds are available to be spent. Creates Flexcard Packages for memberships and allocates. Ensures appropriate prior approval is received for all entertainment (or retroactive approval) as necessary. Responsible for posting all financial transactions to the department shadow system (GUS).
Purchasing (10%): Assists with purchases. Acts as receiving agent and tracks Gateway purchases using GUS. Notifies requesters of deliveries. Prepares and processes shipping memos for equipment to be repaired or goods to be returned to vendors. Review invoices and compares them to shipping memos to ensure completeness and appropriate billing information. Responds to all vendor inquiries regarding invoices, late payments or problems with orders. Maintains Blanket purchase orders. Flexcard packets for purchases and performs allocations.
Other (5%): Performs other duties as assigned by the department Business Officer
Required Qualifications
Preferred Qualifications
Special Conditions of Employment
Department Marketing Statement
The Department of Mathematics serves the UCSB campus by providing service courses for students taking mathematics as a requirement for a non-math major, a full list of upper division courses for our math majors and a wide variety of graduate courses that bring our graduate students closer and closer to the cutting-edge research of our top-notch permanent faculty who have received numerous honors and awards. To give you a sense of scale, the Mathematics Department has more than three dozen faculty members working in subfields that cover a broad spectrum of modern mathematics, half-a-dozen visiting assistant professors, more than 75 graduate students and over 1,300 math majors and pre-majors.
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.
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
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’.
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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