Payroll & Personnel Coordinator

BLANK AST 3 (004722)

UCPath Position ID: TBD_1793

Position Description History/Status

Approved Date:

9/18/2024 10:03:32 AM

Date Last Edited:

9/18/2024 10:03:29 AM

Last Action Effective Date:

9/6/2024

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE                    

Division Code:

1330D

Division:

L&S LIFE SCIENCES                      

Department:

086500 - MOLECULAR, CELL & DEVELOPMENTAL BIOLOGY

Position Details

UCPath Position Number:

TBD_1793

Position Description ID

216398

UC Payroll Title:

BLANK AST 3 (004722)

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:

41117162

Reports to Payroll Title:

Department HR Manager

UCPath Department Head Position Number:

40041274

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

Under the supervision of the Department HR Manager, incumbent is to provide administrative, analytical, payroll, and personnel support for the respective department(s) within the Departmental Group. Main duties include working independently, as well as collaboratively, in roles as a Pay Administrator and in Human Capital Management (known as UCPath Initiators), Submit on Behalf of (SOBO), General Ledger (Inquirer role in UCPath) and administering UC policies and procedures for the employment of Staff Personnel, Casual/Restricted and Contract employees, and Academic Apprentices, which includes ASEs and GSRs.

Incumbent is to do all payroll processing, onboarding, HR administrative support, and other Payroll/HR functions for staff, casual/restricted, limited, contract ASEs, and GSRs appointments. Incumbent is responsible for processing all volunteers and Visiting Graduate Researchers (VGRs).

Duties include processing all offer letters, contracts, hiring paperwork, EAFs, UCPATH transactions, and any other necessary procedures for all appointments; to monitor and oversee maintenance of employee records including timesheets (TRS), evaluations, leave accruals, and benefits; to prepare and analyze payroll reports on a regular basis and resolving any discrepancies that may arise; and to interpret, explain, and assist faculty, staff and students with University policies and procedures relating to payroll, promotions, and benefits for the aforementioned groups.

Other duties are to process parking for all ASEs, GSRs, and staff; to process volunteers; process all background checks; to assist the CAO with FMLA for staff and ASE/GSR employees; process Visas; and to problem solve or serve as administrative support for ad hoc duties as needed to accomplish all Staff Personnel, Academic Apprentices, VGRs, and Volunteer objectives.

Incumbent is to set priorities, analyze problems, gather and interpret data, identify and evaluate options, and take appropriate actions to resolve the issues in line with Staff and Academic Apprentice policies and procedures.

The Department of Molecular, Cell, and Developmental Biology advances our knowledge of life on earth at the cellular and molecular levels.  Our mission is to educate the next generation of scholars, professionals, and citizens of the world by fully integrating our students into cutting-edge research activities, including hands-on participation in the process of scientific discovery. Our faculty conducts research with a variety of models including Arabidopsis, Drosophila, zebrafish, mouse and stem cells to address the most pressing problems in biology, health and sustainability.

Payroll Administration

1. Prepare bi-weekly and monthly payroll for staff and student employees following University, College, UCPath, TRS, and Departmental guidelines. (E)

2. Review and analyze payroll ledgers, reports, and absence management to verify information; address inconsistencies, overpayments, pay discrepancies, and other payroll matters. Assist in monthly reconciliation. (E)

3. Investigate and resolve payroll discrepancies, process special payroll actions, and troubleshoot system issues with UCPath and the Central Resource Unit. (E)

4. Process HR/payroll transactions in UCPath and initiate I-9Tracker for staff and ASEs, GSRs. (E)

5. Collaborate with department fund managers and PIs/Supervisors on Employee Authorization forms and GSR worksheets. (E)

6. Assist in maintaining employee records in UCPath and through Access and Excel spreadsheets. (E)

7. Verify accurate entry of payroll transactions, accruals, and benefits in UCPath.

8. Work with the supervisor to develop systems and procedures for accurate data maintenance.

9. Collect and enter data, generating reports as needed.

10. Collaborate with Graduate Division, CHR, and other offices on FLSA issues and resolve cases. (E)

11. Review submission schedules to ensure adherence to payroll and TRS deadlines. (E)

25%

Staff Personnel

1. Administer employment for staff, including onboarding, I-9 processing, offer letters, EAFs, UCPath transactions, and background checks. Provide employees with onboarding checklists and general benefits information. (E)

2. Monitor job end dates for limited, contract, casual, and restricted appointments to ensure timely renewals and compliance with university policies. (E)

3. Consult with Campus Benefits Office regarding policy changes and detailed interpretations as needed. (E)

4. Collaborate with supervisors on work-study status for casual/restricted employees, audit UCPath for correct Pool identifiers, and monitor work-study balances. (E)

5. Interpret staff personnel policies, procedures, and benefits, and act as a liaison with central services, CRU, or UCPath Center. (E)

6. Design and generate reports to analyze personnel and payroll data using LAPSDB, UCPath COGNOS, LSIG, and other databases. (E)

25%

Academic Apprentice Personnel

1. Administer employment for Academic Apprentice personnel (TAs, Associates, Fellows, Readers, Tutors, NSTs, GSRs, VGRs), including onboarding, FLSA conflict resolution, I-9 processing, and hiring paperwork. (E)

2. Provide orientation on accessing health and welfare benefits and other general information. (E)

3. Determine eligibility, appropriate titles, and process UCPath transactions by specified deadlines. (E)

4. Maintain personnel files and communicate payroll information to students and NSTs. (E)

5. Collaborate with Student Services, Academic Advisors, and Payroll to ensure timely contract submissions. (E)

6. Advise and coordinate appointments, authorizations, and funding sources with students, counselors, and fund managers. (E)

7. Consult with Graduate Division, College of Letters and Science, and other offices on academic and staff policies, deadlines, and approvals. (E)

8. Maintain Box folder for ASE and GSR spreadsheets. (E)

25%

Visa Processing and Other Miscellaneous Academic Apprentice and Staff Personnel Support

1. Process visas for Visiting Graduate Students, Staff, and Academic Apprentices, liaising with faculty, visitors, and DCISS for F1, J1, H1-B, permanent resident, and OPT visas. Interpret and advise on visa and tax policies. (E)

2. Assist the HR Manager and CAO with Workers Compensation, FMLA cases, and other leaves for ASEs, GSRs, and staff. (E)

3. Ensure all personnel files are up-to-date and well-maintained. (E)

4. Process volunteers and coordinate with Insurance and Risk Management. (E)

5. Handle parking for academic and staff employees, including renewals, in collaboration with Parking Services. (E)

6. Stay informed on bargaining unit contracts, interpret requirements, and update personnel records as needed. (E)

7. Assist with additional duties as assigned by the HR Manager and CAO. (E)

25%

•

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 Business Administration, or equivalent experience/training.

Preferred

2-5 Years

Business and HR Administration

Required

1. Extensive knowledge of Staff, Work Study, and Academic Apprentice personnel policies to advise on hiring, payroll, benefits, leaves, and other employment matters.

Preferred

2. Skill in interpreting and conveying policies and procedures accurately.

Required

3. Ability to organize and prioritize tasks to meet deadlines effectively.

Required

4. Knowledge of fund accounting systems to review and understand accounting documents and ledgers as they relate to payroll expenditures and related data.

Required

5. Familiarity with University health and welfare benefits, retirement plans, and other benefits.

Preferred

6. Strong interpersonal skills to interact effectively with individuals from diverse backgrounds.

Required

7. Ability to handle confidential information with discretion and diplomacy.

Required

8. Demonstrated ability to manage multiple projects in a fast-paced environment.

Required

9. Proficiency in Microsoft Office applications and working knowledge of UCPath System.

Preferred

10. Skill in computing payroll rates, projections, and using related software (Excel, Access, etc.).

Required

11. Experience in using online applications for payroll, benefits processing, and reconciliation.

Preferred

12. Effective communication skills, both written and verbal, with attention to grammar and clarity.

Required

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.

COVID and Flu Vaccinations: The position is subject to providing evidence of inoculation.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Hershey Hall 247

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 2: Position in which required tasks normally do not involve exposure to blood, body fluids or tissues, but may require performing unplanned Classification 1 tasks. In these jobs the normal work performance involves no exposure to blood, body fluids, or tissues. However, exposure or potential exposure may be required as a condition of employment.