Personnel and Onboarding Assistant

BLANK AST 2 (004723)

UCPath Position ID: 40938722

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1135215

Approved Date:

10/28/2025 5:30:24 PM

Date Last Edited:

10/28/2025 5:30:20 PM

Last Action Effective Date:

7/24/2022

Organization Details

Business Unit (Location):

LACMP

Organization Code:

7050O

Organization:

ENROLLMENT MANAGEMENT

Division Code:

7600D

Division:

ENROLLMENT MANAGEMENT

Department:

512000 - UNDERGRADUATE ADMISSION

Position Details

UCPath Position Number:

40938722

Position Description ID

167321

UC Payroll Title:

BLANK AST 2 (004723)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

CX: Clerical & Allied Services

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:

40100216

Reports to Payroll Title:

HR Gen 2

UCPath Department Head Position Number:

40041617

Department Head Payroll Title:

ADMISSIONS RECRMT SPEC 4 GF

SUPERVISION - Indicates that the incumbent performs a variety of routine duties within established policies and procedures or by referral to the supervisor’s guidelines.

POSITION SUMMARY

The Personnel and Onboarding Assistant will serve as a member of the Administrative Team and has three key areas of responsibility: personnel and payroll, onboarding, and staff development support. Each of these will work in conjunction with either Personnel and Payroll Coordinator and/or the Deputy Director.

The incumbent is responsible for supporting the hiring processes, act as secondary to the Personnel and Payroll Coordinator in Undergraduate Admission (UA). This includes but not limited to hiring and paying over 200 readers, and act as secondary on approving timesheets and job postings. With direction and guidance from the Personnel and Payroll Coordinator, the incumbent will perform ad hoc and on-going administrative support as related to personnel and payroll. The Personnel and Onboarding Assistant secondary responsibility are to coordinate onboarding functions of new hires including full time employees, student workers, and outside readers in UA. With direction and guidance from the Personnel and Payroll Coordinator, this person will collect documentation, coordinate with staff providing access to computer systems and applications, email, and doors within the department. They will also support updating documentation for the department.

With guidance from the Deputy Director, the Personnel and Onboarding Assistant will coordinate onboarding trainings, meetings, and updating existing onboarding resources as needed. In addition, the individual will also support the streamlining of staff development, updating documentation and coordinating in-person and virtual staff development events.

The Personnel and Onboarding Assistant will participate in application review by reading first-year applications, assessing applicant academic performance, and recommending admission using established guidelines.

Office of Undergraduate Admission supports UCLA student enrollment goals through recruitment, admission, and yield practices consistent with the mission and values of the university. We seek to recruit and enroll high-achieving, talented students from diverse backgrounds from throughout California, the US, and abroad to both benefit from and contribute to one of the leading research universities in the world.

Personnel and Payroll

Under the supervision of the Personnel and Payroll Coordinator, 

1. Assist with job listing: Prepare, submit, and post job requisitions, update of description, assist with applicant status on PeopleAdmin in a timely manner; close out job requisitions upon hire; respond to applicant inquiries. (E)

2. Assist with off-boarding of all separating student workers and readers. (E)

3. Act as secondary to Dept. Timesheet Approver (DTA): collect & maintain timesheet of both Monthly & Bi-weekly Staff thru Time Reporting System (TRS) for processing in Personnel Payroll System (PPS). Send out dept timesheet reminders to staff & students regarding deadlines. Process payroll transactions as necessary for late timesheets. (E)

4. In coordination with Budget Analyst and Associate Director of First-year Review, process and prepare payment for over 200 contract personnel (External Readers) assisting in Holistic Review Process in a timely manner. (E)

50%

Onboarding

Under the supervision of the Personnel and Payroll Coordinator,

1. Assist in onboarding of New FTE, Student Workers and Readers which may include:

(a) Collection of docs/forms, set up of fingerprinting for background check, collection of hiring paperwork & required documents for I-9 processing through I-9 Tracker, inputting hiring transactions on UCPath System. (E) 

(b) Coordinate with other staff in charge of providing access to computer systems and applications such as OASIS, and email within the department. (E)

(c) Assist with IT Services regarding zoom phone related requests by staff including update of name display and troubleshooting. (E)

(d) Assist in updating Office and Campus Directory, Organization Chart, Floor Plans, and placing business card and nametag orders as necessary. (E) 

Under the supervision of the Deputy Director,

2. Coordinate first several weeks/months of training meetings, presentations, and required CHR courses. (E)

3. Manage new hire survey feedback about the onboarding process from new hires. (E)

4. Coordinates New Hire Onboarding Workgroup which includes regular meetings, updating UA Hire Manual, New Hire Onboarding Checklist, and Toolkit for Managers who are onboarding new employees. (E)

25%

Staff Development

Under the supervision of the Deputy Director,

1. Register and update membership in professional organizations for new and current full-time employees. (E)

2. Coordinate logistics for in-person UA meetings including but not limited to room reservations, catering and IT. (E)

3. Coordinate in-person and virtual staff development meeting requests in UA. (E)

4. Update existing professional development documents on an ongoing basis and develop new resources as identified by the Deputy Director to help streamline professional development for UA. (E)

5. Coordinate offsite meetings and events when staff are at conferences. (E)

15%

Team Member of Administrative Unit

1. Participate as a member of the Administrative Unit who provides support to the Director of Undergraduate Admission and the unit. (E)

2. Participate and assist in various events held by Undergraduate Admission including Bruin and Transfer Bruin Days and Open House. (E)

3. Act as UA Emergency Coordinator and lead emergency drills, preparedness, continuity plans, and update documentation. (E)

4. Provide back-up support for Admin Unit. (E)

5. Screen incoming calls, provide information and assistance, and redirect calls to appropriate individual. (E)

6. Other admin duties as needed. (E)

7. Serve as the UA lead for Facilities requests for repair and pest control tickets, as wells as attending Building Coordinator meetings.

8. Participate in first-year application review, assess applicant academic performance, and recommend admission using established guidelines.

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

or Associates Degree with 1+ years of related job experience

Required

1+ years

of experience in related field

Required

Experience using I-9 Tracker to process I-9 for new and transferring staff.

Preferred

Working knowledge of UCPath system and Time Reporting System (TRS).

Preferred

Demonstrated working knowledge of UCLA Staff personnel policies and procedures.

Preferred

Demonstrated ability to work with frequent interruptions and adapt to a changing workflow.

Required

Ability to identify problems in practices or procedures, and make recommendations for changes and communicate them to management.

Required

Proficiency in Office 365 (Word, Excel, PowerPoint), MS Outlook, Zoom and other desktop publishing applications and tools.

Required

Demonstrated skill in working independently and thoroughly to meet deadlines.

Required

Demonstrated ability to organize and coordinate multiple tasks and establish priorities as changing circumstances dictate.

Required

Ability to maintain confidentiality of all personnel materials.

Required

Demonstrated interpersonal skills to work effectively with staff (including students), colleagues, various levels of management, vendors and visitors on matters pertaining to responsibilities.

Required

Skill in writing concise, logical, grammatically correct letters and email correspondence to explain policies and procedures, and respond to inquiries.

Required

General knowledge of benefits information including health and welfare, retirement and other benefits offered by the university.

Preferred

Ability to communicate effectively with various campus staff including campus HR representatives, Central Resource Unit, and UCPath Center to resolve discrepancies.

Preferred

Demonstrated ability to perform various personnel transactions in accordance with policy and procedures for non-represented staff and those set by collective bargaining agreement for represented employees, as directed by Campus Human Resources.

Preferred

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

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

Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

1147 Murphy Hall

Standing/Walking

X

X

Sitting

X

X

Bending/Stooping

X

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

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.