HR & Payroll Administrator

HR GENERALIST 2 (007595)

UCPath Position ID: 41154235

Position Description History/Status

Approved Date:

3/6/2025 10:41:42 PM

Date Last Edited:

3/6/2025 10:41:38 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

7100O

Organization:

INSTITUTE OF AMERICAN CULTURES

Division Code:

8120D

Division:

ETHNIC STUDIES RESEARCH CENTERS

Department:

203000 - RALPH J BUNCHE CTR FOR AFRICAN AMER STDS

Position Details

UCPath Position Number:

41154235

Position Description ID

234478

UC Payroll Title:

HR GENERALIST 2 (007595)

Business Title:

HR & Payroll Administrator

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:

F: All Others - Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

171278

Reports to Payroll Title:

Manager

UCPath Department Head Position Number:

40067957

Department Head Payroll Title:

Director

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 Ralph J. Bunche Center for African American Studies HR and Payroll Administrator reports to the MSO and is responsible for providing support to a wide range of Human Resources activities, while proactively promoting positive customer experience to The Ralph J. Bunche Center for African American Studies employees and clients. The HR and Payroll Administrator is the primary point of contact for all HR processes and procedures in the areas of recruitment, contract renewals, appointment extensions, salary requests, classification requests, payroll discrepancies, separations, and other HR matters that arise in the center. Under the direct

supervision of the MSO the HR and Payroll Administrator collaborates with colleagues within the center and Campus Human Resources, with supported clients, and

with all levels of staff, and students across the department to optimize the staffing process and support the on-boarding of new

employees, which includes creating/maintaining relevant and required documents. This position requires outstanding

interpersonal skills and exceptional oral and written communication skills to provide the highest quality customer service. The HR

and Payroll Administrator will handle scheduling interviews and coordinating recruitments to ensure the timely and efficient

processing of all necessary information and paperwork while maintaining the strictest confidentiality. The HR and Payroll

Administrator will serve as a point of contact for HR-related matters and payroll-related questions for all of the center employees.

The incumbent will advise on both routine and non-routine questions, analyzing problems or issues that arise and determining

the appropriate action or next steps and escalating issues as appropriate. The HR and Payroll Administrator will also be responsible for entering initial funding information into the UCPath Payroll system for new hires and regularly audit payroll reports to ensure accurate payroll and funding data is maintained. The

HR and Payroll Administrator will be point of contact for collecting cyclical data from the center units and employees including

but not limited to performance evaluations, flex-work agreements, CANRA, GSR, PostoDoc and appointment renewals. The HR and Payroll Administrator is also in charge of the offboarding process within the center. Provide guidance, assistance and training to Asian American Studies, American Indian Studies and Chicano Studies Research Centers.

The Bunche Center was established as an Organized Research Unit (ORU), with the mission to develop and strengthen African American Studies through five primary organizational branches: research, academic programs, library and media center, special projects, and publications.

The UCLA Ralph J. Bunche Center for African American Studies supports multidisciplinary research and programs that: (1) expands the knowledge of history, culture, and socio-political systems of people of African descent; and (2) investigates problems that affect the psychological, social, economic and political well-being of people of African descent. Research sponsored and/or conducted by the Bunche Center is spans the humanities, social sciences, arts, STEM fields, as well as several professional schools.

Personnel Management

Serve as the primary liaison between CHR & MSO for the full range of personnel/payroll matters pertaining to all staff employees. Provide guidance and advise to supervisors and managers to resolve a variety of HR issues of moderate scope and complexity, such as developing job descriptions,

facilitating communication on benefits and compensation programs. Prepare internal personnel documents and contract materials for new hire or renewal

contract employees to submit on a timely basis. Assist with drafting and sending correspondence pertaining to employment, i.e., offer letters, salary

increase letters, notices of declines, etc. and assist with routing documents via DocuSign to collect required signatures. Create and submit personnel actions for reappointments, changes in time base, equities, stipends, promotions, changes in supervision, etc. Create, track, manage, and maintain contract appointments in the center, ensuring appointments do not exceed the four years allowable in policy. Provide general guidance of all exceptional staff employment requests including dual employment, recall retiree requests, exceptions to policy limits, and waivers of recruitment. Collect requests for exceptions to policy and submit to CHR for review and escalation. Understand and interpret University personnel policies surrounding payroll and employment to ensure information will be relayed to hires, supervisors, fund managers, and/or other campus departments/centers as needed.

Review monthly staffing and payroll reports provided by the IAC to audit upcoming position end dates, upcoming employment authorization, and appointments reaching

hourly limits. Identify records that require attention and take appropriate action. Assist with the preliminary review and collection of the center's probationary and

annual performance appraisal process. Notify supervisors and employees in advance of appraisal due dates and follow through to ensure successful collection of all

appraisals. Provide guidance, assistance and training to Asian American Studies, American Indian Studies and Chicano Studies Research Centers. All other duties as assigned.

40%

Recruitment Management

In collaboration with the MSO & Business and Operations analyst, oversee all aspects of the recruitment and onboarding process of staff within the Center. Develop practices and procedures for conducting recruitments (interviewing, screening, etc.) in a manner that meets all applicable policies and legal requirements. This includes ensuring a thorough search

and effective screening procedures have been conducted. Provide logistic support on recruitment-related activities such as setting up interviews, coordinating schedules,

providing applicant recruitment packets to panel members, etc. Oversee the hiring of all  student workers including interviews, selection, and training.

Manage the recruitment process of all of the centers positions via the UCLA tracking systems. Provide support for Centers Applicant Tracking System ICIMS

transactions, including, but not limited to, posting jobs, dispositioning candidates, submitting closing documents, requesting contracts and contract amendments,

submitting job descriptions and track open/closed postings. Review job descriptions provided by supervisors and managers and ensure all

necessary information is included in the job description prior to formal review. Update job descriptions with changes to job responsibilities for any equity increase or

reclassification requests. Coordinate the centers new hire orientations for all new staff i.e.: GSRs, students, etc. including staff introductions, review of office policies, and provision of training, etc. Responsible for coordinating with MSO & Business and Operations analyst for office space issues and key distribution. Ensure that employees have scheduled an onboarding session and livescan appointment with UCPD, if applicable. Provide guidance to hiring managers on the background check process for critical positions and ensure employees have

successfully completed and cleared background check prior to starting their position. In close consultation with the MSO, develop internal controls to ensure all

employment documents, including hiring paperwork, are collected, and filed in a timely manner. Escalate non-routine, non-voluntary, termination requests to the HR

Manager as they arise. Also responsible for an/all offboarding. Provide guidance, assistance and training to Asian American Studies, American Indian Studies and Chicano Studies Research Centers.

40%

Payroll Management

Serve as a resource on payroll and timesheet policies and practices for center supervisors, managers, and staff. Act as a backup Timesheet Supervisor for the centers employees, monitor the UC TRS system to ensure employee timesheets are submitted accurately and in a timely matter to meet payroll deadlines and in accordance with collective bargaining

agreement, University policies and procedures and State/Federal law pertaining to payroll processing. Serve as backup DTA. Serve as backup help to monitor payroll reports to ensure effort is correctly charged. Make necessary changes, updates and assist the centers MSO & Business and Operations Analyst in fund entry updates and SCT processing to ensure employee salary and benefit charges match effort. Enter initial funding information into UCPath for all new hires and salary adjustments on a timely basis. Assist as needed to monitor funding reports and identify positions with missing FAUs and appointments paying off the default account. Communicate with the appropriate Fund Manager of any changes that need to be made. Notify and work with CHR Office on Leaves of Absences as noted on timesheets to confirm documentation has been received and reflected in UCPath. Assist and provide guidance to Asian American Studies, American Indian Studies and Chicano Studies Research Centers. All other duties as assigned.

20%

0%

•

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 or equivalent education and experience

Required

2-4 Years

Experience working in an administrative department with payroll

or Human Resources responsibilities

Required

Demonstrated experience with UC Time Reporting Systems and UC Path systems.

Required

Ability to communicate clearly and effectively both verbally and in writing in order to present

information and complete assignments. Skill in writing and editing grammatically correct and

logically organized documents such as memos, correspondence, and manuals.

Required

Advanced mathematical and quantitative skills to calculate salaries, payroll documents, formulas,

expense transfers, vacation and sick leave accruals, payroll changes, the creation of financial

analysis, and complete other necessary forms.

Required

Problem solving, problem identification, reasoning skills and ability to develop original ideas to solve

problems.

Required

Analytical skills to conduct analysis and develop recommendations; strong organizational skills and

ability to multi task.

Required

Strong judgement and decision-making skills; verbal, written and active listening and

communication skills. Strong interpersonal and service-oriented skills to engage with customers and

colleagues.

Required

Knowledge of organization process, procedures, and a demonstrated ability to understand

organizational policies and procedures. Acute attention to detail.

Required

Demonstrated ability to handle difficult situations calmly and professionally. Ability to use a high

level of discretion and maintain strict confidentiality.

Required

Demonstrated intermediate skills using Microsoft Office products (word, excel, outlook, PowerPoint)

and querying and analyzing data utilizing PC based tools.

Required

Ability to make oral, group, and one-on-one presentations for the purposes of providing

information, explaining policies and procedures, and answer questions.

Required

Working knowledge of ICIMS, JDXpert, UCPath and/or other database systems. Knowledge of University Personnel and

Payroll policies, procedures, and organizational structure.

Required

Ability to work independently with minimal supervision, using initiative and resourcefulness in

performing and executing job duties with frequent interruption, distractions, and changing priorities

and deadlines. Ability to prioritize and adjust heavy workload to meet various deadlines set by

campus departments. Ability to work as a team using the same principles. Ability to establish and

maintain cooperative working relationships with co- workers, managers, and campus departments

to formulate programs and arrive at solutions.

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

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

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:

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.