Position Summary
Under the direction and supervision of the Manager Service Officer (MSO) of the Materials Science and Engineering, manage all aspects of Personnel/Payroll, including monthly and biweekly payroll expenses. Responsible for all online personnel, finance, and administrative transactions utilizing UCLA UCPATH, I-9 tracker, E-Verify processing, Glacier Tax system for international employees. Serve as a primary DTA for the Department (TRS) biweekly and monthly time report. Reconcile Payroll reports (DOPE), coordinate Visa requests and extensions as needed. Skill in organizing and setting priorities accurately reflects the relative importance of job responsibilities to complete work in a timely manner amidst changes in workload, pressure of deadlines, and competing requirements. Responsible for all aspects of personnel and payroll functions for permanent and temporary, full and part-time employees, including undergraduate students, graduate students' academic apprentices, limited and career staff, Postdoctoral scholars, and visiting scholars in the Materials Science and Engineering Department. Updating and maintaining employee databases and personnel files. Data entry using the UC payroll system (UCPATH) and time reporting systems (TRS); processing biweekly and monthly payroll, retroactive salary adjustments, promotions, merit, and payroll expenses transfers. Process employment, termination, reappointment, merits, and promotions. Work closely with supervisors and employees to ensure the accuracy of transactions and resolve any anomalies. Assist in job posting and recruiting processes for hiring and releasing personnel: interpret and apply policies appropriately. Work in collaboration to ensure that payroll is correctly charged to sponsored research accounts and adjust as necessary. Responsible for overseeing and providing backup for hiring, handling payroll, and contracts. Facilitate visa processing (J1, H-1B) for international employees. Coordinate performance evaluations and merit according to policy. Oversee execution of visiting scholars and graduate researchers. Responsible for volunteers and administration of work-study funding. The candidate must be skilled in establishing and adjusting priorities that reflect the relative importance of each job responsibility. Provide administrative support to the MSO as needed.
Salary & Compensation
*UCLA provides a full pay range. Actual salary offers consider factors, including budget, prior experience, skills, knowledge, abilities, education, licensure and certifications, and other business considerations. Salary offers at the top of the range are not common. Visit UC Benefit package to discover benefits that start on day one, and UC Total Compensation Estimator to calculate the total compensation value with benefits.
Qualifications
Minimum of two years of professional experience in HR administration (Preferred)Demonstrate knowledge of Payroll and Staff Personnel, UCPATH, PPS, MAP, AFSCME, and Academic Apprentice personnel policies and procedures, PeopleSoft/Oracle based systems, Microsoft (Word, Excel, Access, PowerPoint), and Google (Drive, Form, Sheet, email etiquette and Box). Skill in using spreadsheet software to organize and summarize quantitative and categorical information. Skill in using and learning to use modern business applications/software to accomplish tasks. Familiar with a variety of software systems and the underlying logic and data structures on which they are based. (Preferred)Ability to solicit and master complex information and communicate it effectively to faculty, staff, and students. Interpersonal skills to effectively interact with faculty, staff, students, and other campus units in all situations including those that are hostile and sensitive. Skill in working as part of a team to achieve a common goal. Ability to work with personnel problems calmly and diplomatically and maintain confidentiality. (Required)Demonstrated knowledge of where to go within the university for needed information and services. Excellent skill interpreting information, analyzing problems, practices or procedures, formulating a logical and objective conclusion, and making recommendations for effective resolutions. (Required)Skill in assembling data from a variety of sources, analyzing the data, and completing summaries and reports based on the data. Mathematical skills to accurately calculate payroll, vacation, and sick leave accruals. Ability to work/handle/prepare detailed information reports with neatness and accuracy. (Required)Ability to set work priorities according to workflow and to meet deadlines within established time constraints. (Required)Skill in working independently and following through assignments. Ability to work under heavy workload, changing priorities, and constant interruptions. Skill in using spreadsheet software to organize and summarize quantitative and categorical information. (Required)Skill in using and learning to use modern business applications/software to accomplish tasks. Familiar with a variety of software systems and the underlying logic and data structures on which they are based. (Required)Academic Apprentice personnel policies and procedures, PeopleSoft/Oracle based systems, Microsoft (Word, Excel, Access, PowerPoint), and Google (Drive, Form, Sheet, email etiquette and Box). Ability to solicit and master complex information and communicate it effectively to faculty, staff, and students. (Required)Interpersonal skills to effectively interact with faculty, staff, students, and other campus units in all situations including those that are hostile and sensitive. Skill in working as part of a team to achieve a common goal. Ability to work with personnel problems calmly and diplomatically and maintain confidentiality. (Preferred)Demonstrated knowledge of where to go within the university for needed information and services. Excellent skill interpreting information, analyzing problems, practices or procedures, formulating a logical and objective conclusion, and making recommendations for effective resolutions. (Required)Skill in assembling data from a variety of sources, analyzing the data, and completing summaries and reports based on the data. Mathematical skills to accurately calculate payroll, vacation, and sick leave accruals. Ability to work/handle/prepare detailed information reports with neatness and accuracy. Ability to set work priorities according to workflow and to meet deadlines within established time constraints. Skill in working independently and following through assignments. Ability to work under heavy workload, changing priorities, and constant interruptions. (Preferred)Education, Licenses, Certifications & Personal Affiliations
Bachelor's Degree in a related area and/or equivalent combination of education and experience (Required)Special Conditions for 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.Schedule
8:00am - 5:00pm, Monday thru Friday
Union/Policy Covered
99-Policy Covered
Complete Position Description
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