Human Resource, Personnel and Payroll Manager

ACAD HR ANL 2 (007714)

UCPath Position ID: 40133813

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1102101

Approved Date:

4/13/2026 2:54:19 PM

Date Last Edited:

4/13/2026 2:54:16 PM

Last Action Effective Date:

9/8/2023

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE

Division Code:

1350D

Division:

L&S SOCIAL SCIENCES

Department:

120500 - SOCIOLOGY

Position Details

UCPath Position Number:

40133813

Position Description ID

165547

UC Payroll Title:

ACAD HR ANL 2 (007714)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 20

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40061179

Reports to Payroll Title:

ADMIN MGR 1

UCPath Department Head Position Number:

40054439

Department Head Payroll Title:

#N/A

GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines.

POSITION SUMMARY

The Human Resource, Personnel and Payroll Manager is responsible for employment and payroll actions of staff, students, lecturers, visiting scholars & researchers, and visiting graduate researchers; interpretation and understanding of UC and Campus Human Resources personnel and employment related policies & procedures to ensure the Department of Sociology is always in compliance; advises department leadership, faculty, and other departmental personnel on best practices and policies for all matters related to hiring, training, conditions of employment, payroll, and benefits; establishes and maintains personnel and payroll records/databases for ASE/GSR appointments, visiting scholars and researchers, visiting graduate researchers, postdoctoral scholars, staff, and students; processes and maintains online personnel and payroll actions and appointments for employed students, ASE/GSR, lecturers, visiting scholars and researchers; manages Visa processing for international students, visiting scholars & researchers, visiting graduate researchers, and employees. Administration of the hiring and appointment renewal actions of the departments Unit 18/Lecturers. Servers as the parking coordinator for faculty, staff, and students.

Personnel

A1. Analyze and apply University and dept personnel and payroll policies and procedures for all dept employees and visitors; keep informed of current university and dept personnel and payroll policies and procedures. Identify personnel and payroll situations that deviate from policy, recommend alternative solutions, perform corrective measures as appropriate to maintain compliance; consult with Campus Human Resources, College Academic Personnel, Central Resource Unit, Payroll Services, UCPath, Dashew Center (DCISS), and other campus units as necessary to determine appropriate personnel and payroll procedures and actions. (E)  A2. Oversee and manage employment practices and procedures of Unit 18 (lecturer), ASE (TA, GSR, Reader, Tutor), Visiting Grad Researchers (CLIC), Post-Doc Scholars, staff, and student worker & researcher employees. Analyze all employment to determine appropriate position type, job description, salary rates, funding resource, duration of employment, represented and non-represented employee requirements, Visa and work requirements, and employment restrictions. Advise dept leadership and personnel of University and dept employment policies, practices, and standards. (E)    A3. Perform and manage in the Personnel and Payroll system (UCPath) the creation of employment positions, position funding, job hire/rehire/concurrent hire, position/funding/job updating and revision, work study, summer sessions employment, reclassification, promotion, leaves of absence, and termination actions for Unit 18 (lecturer), ASE (TA, GSR, reader, tutor), Visiting Grad Researchers (CLIC), Post-Doc Scholars, staff, and student worker & researcher employees. Monitor UCPath personnel and payroll transactions for approval and completion; research and resolve incomplete/outstanding UCPath transactions issues.    A4. Oversee and manage the processing and completion of employment documentation such as appointment offer letters, I-9, Oath and Patent, W-4, UC employment forms, union forms, appointment/renewal forms, employment history record, performance evaluations, work exceptions and authorizations, GLACIER records (non-resident), Visa and DCISS documents, and labor relations issues. Create and use guides and checklists to insure required employment document completion and adherence to University regulations and protocols. (E)  A5. Develop and maintain accurate and comprehensive employee personnel and payroll files (electronic and hard copy) per University policy and regulations. Create and maintain reports to track personnel, payroll, visa and other actions, and distribute to department personnel as requested. (E)  A6, Stay current of bargaining unit contracts, interpret contract requirements and restrictions for dept represented employees and implement changes or revisions to position/job in UCPath and personnel and payroll records as required by contract or bargaining unit. (E)  A7. Perform on-boarding process for employees; arrange background check and fingerprinting; parking e-permit; access keys; provide information on obtaining a Bruincard, time-reporting procedures (TRS), UCPath Portal for employment, benefits, and payroll information, and provide UCLA employee orientation. (E)  A8. Perform off-boarding process for terminated employees; advise separating employees to contact UCPath for continuation of health benefits, unemployment insurance, retirement plans, etc. Oversee retrieval of Bruincards, access keys, coordinate with department staff to rescind security access to campus admin applications and programs (financial, purchasing, student info, etc.). (E)  A9. Serve as department parking e-permit coordinator to administer and maintain parking e-permit assignments. Oversee lot and space assignments and maintain current allocation records. (E)

40%

Payroll

B1. Responsible for the scheduling and processing of all employee payroll transactions in the Personnel and Payroll system (UCPath) for Unit 18 (lecturer), ASE (TA, GSR, Reader, Tutor), Visiting Graduate Researchers (CLIC), Post-Doctoral Scholars, staff, and student worker & researcher employees. Payroll transactions include regular monthly & biweekly scheduled payroll, summer sessions by agreement pay, one-time pay, additional pay, off-cycle pay, terminal employment pay, grad student child care reimbursement, and any other special salary payments as needed. (E)  B2. Audit and reconcile departmental employee payroll transactions for accuracy and completion using UCPath personnel and payroll reporting and general ledger reports. Troubleshoot and investigate payroll inconsistencies and errors, e.g. invalid and expired funding accounts, overpayment, non-issuance of payment, etc. and make corrective transactions to resolve payroll issues. Process expense transfers as needed to insure payroll expenses are applied to correct funding sources, following University and extramural funding agency guidelines. (E)  B3. Serve as primary Departmental Time Administrator (DTA) to review and submit timesheets via online time reporting system (TRS). Assign employee time sheet supervisors in TRS, monitor time sheet approvals for timely submissions, notify employees and supervisors of time sheet submission deadlines. Record hours/percentage worked, leave accruals/usage, and blood donation records. Monitor benefits eligibility and status reports. (E)  B4. Confirm, manage and track student work study financial aid allocations (amount of hours) using the online work study portal. Insure appropriate funding source is coded for work study payroll cost sharing.

40%

Visa Administration

C1. Independently manage visa process for all international employees and visitors. Initiate appropriate actions and liaise between faculty sponsors, employees/visitors, and DCISS to process applications and required documents for F1, J1, H1-B, permanent resident, or OPT visa. Interpret policies, procedures and requirements. Remain informed about changing policies and advise faculty and visitors concerning visa and tax regulations, tax treaty forms, etc. (E)  C2. Oversee visiting graduate researcher process for CLIC. Identify visitors who require a visa, analyze individual circumstances, and advise to employees, visitors and faculty regarding appropriate visa, specific visa procedures, required documents, processing timeline and overall process. (E)  C3. Coordinate with visitors and DCISS to collect and process necessary documents in order for visa to arrive in a timely manner. Troubleshoot problems, advise on guidelines, and follow up promptly to resolve issues. (E)  C4. Oversee and maintain accurate database to monitor expiration of active visas and work authorizations for visitors and employees. Manage extensions/renewals, and inform appropriate individuals of any follow-up actions needed. (E)  C5. Coordinate with DCISS and campus-contracted attorney's office concerning H-1B and permanent residency applications. Consult with employee on petition requirements; assemble packets and review for completeness and accuracy; post notices as required; follow up regularly throughout entire process to thoroughly research issues and resolve complications as they arise. (E)

10%

ASE and GSR Administration

D1. In coordination with the student advising staff oversee and manage the employment/hiring process of Academic Student Employees (ASE) and Grad Student Researcher (GSR) appointments (TA, Reader, Tutor, GSR) for the academic year and summer sessions. Keep informed of current ASE, GSR, and summer sessions policies and procedures. Identify ASE, GSR, and summer sessions employment situations that deviate from policy, recommend alternative solutions, perform corrective measures as appropriate to maintain compliance; consult with College Human Resources, Summer Sessions, Central Resource Unit, Payroll Services, UCPath, Dashew Center (DCISS), and other campus units as necessary to determine appropriate ASE, GSR, summer sessions personnel and payroll procedures and actions. (E)  D2. Oversee and manage the creation, issuing, and completion of ASE, GSR, and summer sessions employment documentation such as appointment letters, statement of understanding, I-9, Oath and Patent, W-4, UC employment forms, union forms, GLACIER records (non-resident), Visa and DCISS documents, and labor relations issues. Create and use guides and checklists to insure required employment document completion and adherence to ASE, GSR, Summer Sessions, and University regulations and protocols. (E)  D3. Develop and maintain accurate and comprehensive ASE, GSR, and summer sessions employee personnel and payroll files (electronic and hard copy) to retain employment records and documentation per University policy and regulations. Create and maintain reports to track personnel, payroll, visa and other actions, and distribute to department personnel as requested. (E)  D4. In consultation with graduate student adviser submission of ASE and GSR fee remissions and or fee deferrals as appropriate.

10%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Bachelor's Degree

In related area and / or equivalent experience / training

Required

Skill in analyzing information, problems, situations, practices and procedures to correctly define issues, identify relevant concerns, recognize alternatives and implications, and formulate logical and objective solutions

Required

Ability to communicate verbally and in writing, using appropriate vocabulary and grammar to obtain and clearly convey information concerning complex policies and procedures. Superior writing skills to produce clear and grammatically correct business correspondence.

Required

Demonstrated ability to work independently and perform a variety of tasks with frequent interruptions and distractions as well as fluctuating workload and competing deadlines. Ability to follow through on assignments with minimal direction to meet deadlines.

Required

Discretionary judgment to handle confidential matters and sensitive information.

Required

Demonstrated ability to perform detailed work with a high degree of accuracy.

Required

Skill in organizing and maintaining accurate and complete personnel records and filing systems

Required

Bachelor's degree in business administration, human resource management or related field, or equivalent combination of education and experience.

Preferred

Skill in performing basic math calculations and ability to perform standard payroll operations including auditing timekeeping documents, computing and preparing payroll, and reconciling errors.

Required

Demonstrated skill in using variety of computer software packages including calendaring, database, word processing and spreadsheet applications.

Required

Working knowledge of University administrative and personnel-related policies and procedures, and bargaining unit contract provisions, sufficient to advise faculty, staff, students, postdoctoral scholars, and visitors.

Preferred

Working knowledge of alien visa policies pertaining to employment. Ability to comprehend complex policies and guidelines, written agreements, IRS booklets, OHS policies, etc.

Preferred

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Haines Hall

Standing/Walking

X

Sitting

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.