Payroll/Academic Personnel Analyst

Position Number: 40072367

Payroll Title: Administrative Officer 2 CX

Job Open Date: 7/16/25

Application Review Begins: 7/31/25; open until filled

Department Code (Name): CHNE (CHEMICAL ENGINEERING)

Union Code (Name): CX (Clerical)

Employee Class (Appointment Type): Staff (Career)

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Pay Rate/Range: The budgeted hourly range that the University reasonably expects to pay for this position is $31.00 to $31.78/hr. Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University. The full hourly range for this position is $31.00 to $50.78/hr.

Work Location: Engineering II - 3357

Working Days and Hours: M-F, 8am-5pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid

Special Instructions: For full consideration, please include a resume and a cover letter as part of your application.

Department Marketing Statement:

The Department of Chemical Engineering is committed to excellence in teaching, research, and service to the profession and the community. We are a medium-sized department, widely recognized as prestigious and frequently ranked within the top ten chemical engineering graduate programs in the country. We offer accredited programs leading to the degrees of Bachelor of Science(link is external) (B.S.) and Doctor of Philosophy(link is external) (Ph.D) in Chemical Engineering.

Benefits of Belonging:

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC

Brief Summary of Job Duties:

Coordinates all academic and staff employment activities for the Department of Chemical Engineering. Provides guidance to department management and employees on University policies and procedures regarding recruitment, hiring, academic merits and promotions, payroll, benefits eligibility, dual employment, overtime compensation, merit and range adjustments, and classification levels. Tracks and monitors, using careful analysis, reports regarding salary and benefits, tuition and fees, merits, promotions, and cost of living adjustments. Develops payroll reports. Coordinates all visa related paperwork and issues. Coordinates all aspects of student employment. Prepares UCPath and time reporting for all academic, staff and student employees in the department. Electronically modifies employee appointments and distributions, monitors monthly and hourly payroll, manages timekeeping systen (KRONOS), processes late payments and payroll adjustments, maintains personnel files, etc. Responsible for coordination of summer salary and the campus Effort Reporting system.

Required Qualifications:

• Excellent written and verbal communication skills.
• Ability to work independently to perform detailed and accurate work while meeting critical deadlines.
• Must be customer service oriented and able to work with frequent interruptions.
• Proficient in Google docs, Word and Excel.

Preferred Qualifications:

• BA/BS or equivalent combination of education and experience.
• Prior University experience and knowledge of UCSB payroll policies are desirable.

Special Conditions of Employment:

• Satisfactory conviction history background check
• UCSB is a Tobacco-Free environment

Misconduct Disclosure Requirement:

As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegation or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

UC Sexual Violence and Sexual Harassment Policy

UC Anti-Discrimination Policy

Abusive Conduct in the Workplace

Job Functions and Percentages of Time:

• 65% Personnel and Payroll Administration - PERSONNEL/EMPLOYMENT: Coordinates all personnel actions for the department. Provides guidance to dept. management and employees on University policies and procedures regarding recruitment, hiring, payroll, benefits eligibility, dual employment, overtime compensation, merit and range adjustments, and classification levels. Is familiar, and ensures departmental compliance, with internal, campus and federal employment practices. Must be familiar with Federal contract and grant and State regulations, UC policies and procedures including cost accounting and audit standards and demonstrate flexibility when adapting to new policies and applications. Determines appropriate bargaining unit or policies and benefits package, and is responsible for providing accurate information to employees. Tracks and monitors, using careful analysis, reports regarding salary and, benefits, tuition and fees, merits, promotions, and cost of living adjustments. Develops payroll reports to meet PIs and management's needs including funding availability prior to processing appointments and reappointments. Responsible for developing and maintaining employee database. Keeps detailed records and purges payroll files when necessary. Input payroll liens into GUS financial system. VISA COORDINATION: Coordinates all aspects of visa needs in the department working directly with faculty, visitors, students and anyone who needs to obtain a visa. Works with Office of International Students and Scholars on visa related issue and advises visa applicants on all aspects of obtaining and maintaining a visa. Tracks current visa holders expiration dates and coordinates the renewal or termination of visas. Must be extremely knowledgeable of all aspects of federal visa policy and procedure and provides advice to faculty, students, staff and visitors on visas related issues. STUDENT EMPLOYMENT: Advises PIs and management on all policy aspects of students employed on extramural and intramural funding sources. Determines benefits eligibility and coordinates tuition/fee remission and graduate student health insurance payments. Facilitates the coordination between hiring departments for students employed on multiple appointments and distributions. Requires extensive knowledge of student employee policies and ability to work with numerous other UCSB departments. Distinguishes between students on payroll and those paid via stipend. Processes all student employee activity in UCPath or in conjunction with the Graduate Division. Assists in establishing the annual GSR pay rate and calculations, prepares quarterly time cards for signing. PAYROLL/TIMEKEEPING:) Processes all staff employment data in UCPath. Responsible for time reporting for all employees in a timely and accurate manner, using UCPath and Kronos. Audits all time cards for accuracy and proper authorizations. Works closely with UCSB's Payroll Department to stay current.
• 15% Summer Salary - With the EMF manager, is responsible for the oversight of the summer salary compensation for the faculty additional compensation. Attends necessary training and reviews latest policies related to additional compensation. Prepares annual summer salary request memo, disseminates to the faculty members, collects forms. Payroll manager then creates faculty summer salary charts and coordinates with outside departments. Use various complex data tables and models to complete the faculty summer salary calculation and coordinates with outside departments on the same. Ensures that any salary increases are addressed appropriately and the limits of numbers of days and other agency limits are adhered to.
• 10% Academic Personnel Recruitment and Administration - Advises department Manager as to relevant policies with regard to hiring and promoting research academic appointees. Initiates and prepares search plans, including the coordination of the application review process, appointment and acknowledgement letters, regret letters, preparation of summary of recruitment activities. Reviews each proposed appointment and makes recommendations for appropriate steps to be taken to ensure conformance to campus employment requirements. Coordinates necessary documentation for research academic appointments and renewals by working directly with faculty and appointees to ensure documentation is accurate. Provides advice on various academic research positions and the various appointment aspects of those positions. Works directly with Graduate Division, the College of Engineering and the Office of Academic Personnel to process research appointment, renewals and promotions. Must be extremely knowledgeable of visa and benefit policies and how they affect appointments so that dept. can appropriately advise individuals as to the impacts of various appointment levels. Using UCPath, enters all academic employment information and ensures that appointment percentages and funding information is accurate. Prepares and processes all summer salary compensation following extramural agency and UC guidelines. Works closely with various academic and administrative departments, in order to research and resolve complex appointment issues.
• 10% Effort reporting system - Is responsible for compliance in maintaining the campus Effort Reporting system. As the ERS coordinator for the department, duties are to view effort reports, edit effort reports, access payroll info, build reports for the faculty members, send emailed instructions and reminders to the faculty members to complete their effort reports in the system by the deadline.

UC Vaccination Programs Policy:

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs.

As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals* must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.

For more information, please visit University of California Policy on Vaccinations - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

*Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.

Equal Employment Opportunity:

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

Reasonable Accommodations:

The University of California endeavors to make https://jobs.ucsb.edu accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact Katherine Abad in Human Resources at 805-893-4664 or email katherine.abad@hr.ucsb.edu. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.

Privacy Notification Statement

Privacy Notification Statement and Notice of Availability of the UCSB Annual Security and Fire Safety Report Disclosures

Application Status: If you would like to check the status of your application, please log into the Candidate Gateway where you applied and click on 'my activities'.