Staff & Academic Payroll Coordinator

HR GENERALIST 2 (007595)

UCPath Position ID: 40139495

Position Description History/Status

Approved Date:

3/12/2025 5:50:17 PM

Date Last Edited:

3/12/2025 5:50:10 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE

Division Code:

1350D

Division:

L&S SOCIAL SCIENCES

Department:

108500 - ANTHROPOLOGY

Position Details

UCPath Position Number:

40139495

Position Description ID

235522

UC Payroll Title:

HR GENERALIST 2 (007595)

Business Title:

Staff & Academic Payroll Coordinator

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:

40060799

Reports to Payroll Title:

ADMIN SUPV 2

UCPath Department Head Position Number:

40046273

Department Head Payroll Title:

DEPARTMENT CHAIR

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 Staff & Academic Payroll Coordinator is responsible for the employment and payroll actions of staff, students (both undergraduate and graduate students), postdocs, faculty, lecturers, visiting scholars & researchers, and visiting graduate researchers (VGRs). The role is responsible for keeping up to date on all campus and UC employment related policies and procedures as well as any relevant Collective Bargaining Agreements (CBAs) to ensure departmental compliance. Other main functions include advising department leadership, faculty, and other departmental personnel on best practices and policies for all matters related to hiring, conditions of employment, payroll, and benefits; establishing and maintaining personnel and payroll records/databases for all appointments; processing and maintaining online personnel and payroll actions and appointments for employed students, ASEs/GSRs, lecturers, faculty, staff, and visiting titles; and, working with the Dashew Center for International Students and Scholars (DCISS) to process visa paperwork when hiring non-residents. The role also manages the recruitment of new staff employees, including writing job descriptions on JDXpert (or submitting updates, changes, reclassifications), reviewing applications, communicating with applicants and the College HR representatives on matters of compensation and employment. The Staff & Academic Payroll Coordinator provides analytical support to the Chief Administrative Officer in meeting departmental goals related to academic and staff personnel policies and procedures. This position requires excellent communication skills, the ability to interact tactfully and diplomatically with faculty, students and staff and the ability to independently follow through on instructions and complete employment transactions in a timely manner. The Staff & Academic Payroll Coordinator works closely as a team with departmental staff and faculty and diplomatically interact with many central campus units and university professionals. Further, the role is required to maintain the utmost confidentiality regarding sensitive personnel and payroll information.

Personnel Administration

Process all transactions and manage employment in the Personnel and Payroll system (UCPath) to include 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 (VGRs), Postdoctoral Scholars, faculty, faculty visitors, staff, and student worker employees.

Monitor UCPath personnel and payroll transactions for approval and completion; research and resolve incomplete/outstanding UCPath transactions issues.

Work closely with department staff and faculty to coordinate employment actions for various populations and ensure accuracy of UCPath entries for entire employment process.

Keep informed of all current relevant Collective Bargaining Agreements (CBAs) to ensure departmental compliance.

Identify employment situations that deviate from policy, recommend alternative solutions, perform corrective measures as appropriate to maintain compliance; consult with College Human Resources, Summer Sessions, Division of Graduate Education (DGE), Employee and Labor Relations (ELR), Central Resource Unit (CRU), UCPath Center (UCPC), Dashew Center (DCISS), and other campus units, as necessary, to determine appropriate personnel and payroll procedures and actions.

Initiate appropriate actions and liaise between faculty sponsors, employees/visitors, and the Dashew Center for International Students and Scholars (DCISS) to process applications and required documents for F1, J1, H1-B, permanent resident, or OPT visa.

Remain informed about changing visa policies and advise faculty, staff, and visitors concerning applicable policy and appropriate visa, specific visa procedures, required documents, processing timeline and overall process.

Process off cycle payments, summer salary payments (summer ninths), one-time payments, and manage accrual transactions to ensure that all employees receive compensation in a timely and policy-compliant manner.

Coordinate employment actions with relevant faculty members or staff colleagues and provide guidance about deadlines and policy compliance.

Maintain accurate records of all transactions to ensure accuracy and complete documentation to support PI or departmental expense and policy compliance.

Maintain required employment documentation such as appointment letters, statement of understanding, I-9, Oath and Patent, W-4, UC employment forms, union forms, GLACIER records (nonresident), Visa and DCISS documents, and labor relations issues.

Create and use guides and checklists to insure required employment document completion and adherence to department and university regulations and protocols.

Compile data/run reports on employment actions for use by faculty members and department administration.

Serve as liaison between UCPC and other administrative offices and department

administration on issues that impact the employment of personnel.

Serve as Tracker I-9 Administrator and, with support from staff colleagues, ensure departmental compliance with all federal requirements regarding to employment.

Track appointment end dates and ensure that staffing list stays up to date.

Process recruitment of staff employees, including writing/updating position descriptions on JDXpert, posting jobs on the iCIMS system reviewing applications, coordinating with the College HR team and candidates on matters of compensation and employment.

Write job description and submit job posting in the UCLA Student Affairs Web (WSJB) when the department is recruiting for a work study hire.

Process non-cash awards (gift cards) for employees at the direction of the department manager.

Other duties as assigned.

50%

Payroll

Audit and reconcile departmental employee payroll transactions (bi-weekly and monthly) for accuracy and completion using UCPath personnel and payroll reporting, and general ledger reports and follow up on discrepancies to adhere to all university personnel and payroll policies and procedures, and applicable labor contracts.

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 ensure payroll expenses are applied to correct funding sources, following university guidelines.

Prepare, calculate, track, and monitor the payout of summer ninths for faculty.

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.

Collect, verify accuracy, and record timesheets in the online Payroll Time Reporting System (TRS) and monitor time records to ensure that hours worked don't exceed university or contractual agreements.

Correct employee TRS data, as necessary.

Create, distribute, and collect manual timesheets, when necessary, due to FLSA conflicts of hires with multiple employment appointments and process necessary payouts are processed in UCPath.

Monitor benefits eligibility, record hours/percentage worked, leave accruals/usage, and blood donation records.

Confirm, manage and track student work study financial aid allocations (amount of

hours) using the online work study portal.

Initiate transfers of payroll expenses, as warranted, based on guidance from fund manager or departmental leadership.

Other duties as assigned.

40%

Benefits & Leave Administration

Serve as point person for all department employees (staff, student, and faculty) regarding benefits eligibility and policy.

Provide guidance to all newly benefits-eligible hires regarding resources, guides, and their Period of Initial Eligibility (PIE) as well as deadlines for both Health & Wellness benefits enrollments as well as participation in the retirement plan.

Communicate all changes concerning campus benefit information provided by CHR, UCOP, College HR, and other university contacts to including relevant guidance and Open Enrollment updates for all eligible populations in the department.

Ensure the proper administration for leaves to include Family Medical Leave Act (FMLA), Pregnancy Disability Leave (PDL), California Family Rights Act (CFRA), Pay for Family Care and Bonding (PFCB) for staff, as applicable.

Other duties as assigned.

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

Excellent interpersonal skills to establish and maintain cooperative working relationships with faculty, staff, students, campus administrators, visitors, and outside agencies.

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 perform detailed work with a high degree of accuracy.

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. Knowledge of University health and welfare benefits is a plus.

Preferred

Skill in utilizing web based and windows based programs including word processing (Word), spreadsheets (Excel), and databases (QDB). Ability to learn software applications quickly and proficiently. Ability to perform advanced Internet searches.

Required

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

Required

Discretionary judgment to handle confidential matters and sensitive information.

Required

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

Required

Ability to foresee and prevent problems and the initiative to suggest solutions to problems as they arise and to discern when action of a higher level is needed.

Required

Knowledge of personnel policies/procedures related to processing employment paperwork, including the completion of I-9's and separations.

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.

Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

341 Haines Hall

Standing/Walking

X

Sitting

X

X

Bending/Stooping

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.