Description
Job Posting Details
Payroll Title: Administrative Officer 2 CX
Job Code: 004263
Job Open Date: 3/14/2024
Application Review Begins: 3/29/2024
Department Code (Name): LIBR (Library)
Percentage of Time: 100%
Union Code (Name): CX (Clerical)
Employee Class (Appointment Type): 2 - Staff (Career)
FLSA Status: Non-Exempt
Classified Indicator Description (Personnel Program): PSS
Salary Grade: STEPS
Hiring/Budgeted Hourly Range: $28.33 - $32.62/hr.
Full Hourly Range: 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 $28.83 - $47.23/hr. The budgeted hourly range that the University reasonably expects to pay for this position is $28.33 - $32.62/hr.
Work Location: UCSB Library
Working Days and Hours: Monday - Friday; 8am - 5pm
Benefits Eligibility: Full Benefits
Type of Remote or Hybrid Work Arrangement if applicable: Hybrid work arrangement following completion of probation, if applicable.
Special Instructions
For full consideration, please include a resume and a cover letter as part of your application.
Department Marketing Statement
UCSB Library empowers researchers and students to create and adapt knowledge for the benefit of society. Situated at the interdisciplinary crossroads of campus, the Library embodies scholarship and advances UCSB as a world-class research and learning institution. With a staff of 240 employees and student workers, the Library manages more than 3.6 million unique print and digital resources, including world-renowned special research collections, and provides a wide range of innovative research, teaching and learning services to more than 2 1/2 million physical and virtual visitors per year.
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 and why You Belong at UC.
Brief Summary of Job Duties
Under general supervision of the Director of Library Human Resources, provides HR administration and payroll and timekeeping management for the Library. Provides administrative and analytical services to library departments, requiring initiative, diplomacy, independent judgment, attention to detail, and timely response to clientele.
Responsible for staff employment activities. Coordinates recruitment, screening, and placement processes for a large volume of employees including writing and updating job descriptions, classifying/reclassifying positions, and determining appropriate compensation. Responsible for new employee orientation, onboarding, employee engagement initiatives, and UC policy interpretation. Works with several campus entities to stay abreast on policies, procedures, and practices, and disseminates pertinent information to appropriate parties.
Serves as the Library's Kronos timekeeping expert. In accordance with campus policies and procedures, manages payroll processing for Library employees. Monitors/reconciles general assistance allocations and expenditures, and prepares budget reports. Develops strategies for minimum wage implementation.
Researches, analyzes, develops, and implements HR policies and procedures. Provides assistance with employee training and development. Serves on other departmental committees on a rotating basis.
Required Qualifications
- Bachelor's Degree in related area and/or equivalent experience/training.
- 1-3 years administrative experience.
- Ability to work effectively with diverse populations and experience creating and sustaining a diverse and culturally competent workforce.
Preferred Qualifications
- 1-3 years Human Resources experience.
- 1-3 years of experience using UCPath as an Initiator or Approver.
Special Conditions of Employment
- Satisfactory conviction history background check
- UCSB is a Tobacco-Free environment
Job Functions and Percentages of Time:
Human Resources (40%): Conducts personnel operations for Library Human Resources including recruitment, employment, orientation, counseling, and all personnel actions and statistical records. Serves as Library liaison and maintains close contact with campus Human Resources, the Accounting Office, and the Office of Financial Aid while keeping abreast of changes in policies and procedures. Interacts with the Office of International Students and Scholars and other Campus Departments in matters relating to employment. In coordination with the Director of Library HR, provides management and oversight of on-boarding and off-boarding programs for UCSB Library employees. Reviews and applies HR policies, collective bargaining agreements, and procedures to human resource issues. Provides consultation to supervisors regarding general employment/compensation matters. Provides high-level support to the Director of Library HR administering various on-going and one-time HR initiatives, projects, and programs including annual merit process, award programs, application of range adjustments, implementation of union wage agreements, and equity analysis. Develops, coordinates, and delivers various human resources training and instructional workshops for library employees and supervisors. Researches and analyzes employment trends , and provides recommendations to continuously improve HR Services and employee engagement. Advises Library Directors, Managers and Supervisors regarding their employment needs. Works with departments to add or update job descriptions ensuring work is appropriate.
Payroll & Timekeeping (20%): In coordination with the Director of Library HR, establishes and maintains workflows to ensure all personnel/payroll activities are conducted efficiently, in an accurate and timely manner. Responsible for processing late and off-cycle payroll transactions. Analyzes, troubleshoots, and investigates payroll problems and/or discrepancies. Reviews timesheets and follows up with supervisors/time approvers and employees as necessary. Ensures accuracy of reported time, and troubleshoots problems as necessary. Coordinates time reporting with other campus departments to ensure accurate calculations for employees with multiple appointments. Works with employees and other departments to comply with all applicable policies and procedures. Advises supervisors on policies and procedures for maintaining timecards. Signs off on completed timecards.
Recruitment & Classification (20%): Manages logistics for staff recruitments including composing and reviewing job announcements, preparing requisitions, scheduling interviews, and submitting hiring proposals. Handles all related correspondence, and maintains records and statistics for affirmative action purposes. Trains screening committees on appropriate recruitment procedures and assists with recruitments, job offers, and rejections, as needed. Liaises with Campus HR, Academic Personnel, and Equal Opportunity departments. Assists with other Recruitments as assigned. Serves as first point-of-contact for employees and supervisors regarding position classification, reclassification, and compensation. Coordinates with supervisors to prepare first draft staff job descriptions for new positions and reclassification actions. Authorizes all routine hiring and salary decisions. Uses discretion to advise and consult with the Director of Library HR on any problematic employment and recruitment situations. Reviews classification of permanent positions, temporary appointments, and recruitments in compliance with system-wide and campus requirements and guidelines. Conducts job analysis, engages in job description review and development. Recommends appropriate classification and appointment levels. In coordination with the Deputy University Librarian, the Director of Library HR, and the Director of Business and Financial Operations, regularly assesses staffing to align allocated resources with strategic needs.
Financial Analysis (10%): Monitors and reconciles departmental general assistance (GA) budget allocations and expenditures and prepares monthly budget report using available reporting resources including Data Warehouse and Kronos. Notifies management when expenses deviate from baseline expectations or are approaching budget allocations. Provides statistical reports and final summaries of expenses for general assistance budget to Library Administration. Gathers and analyzes salary data for salary reviews and service awards. Researches, compiles, analyzes, and drafts reports and documents. Provides analysis and financial forecasting for GA payroll expenses. Prepares/drafts/types correspondence, reports, and documents. Configures, processes, and distributes payroll reports from Kronos and Data Warehouse, and designs and programs other reports as needed.
Administration (10%): Answers inquiries regarding personnel and library policies, as well as matters regarding time reporting and employee benefits. Organizes the Student Advisory Group along with the HR Assistant. Serves on the Library Safety & Security Council, and serves as the Department Safety Representative for Library Administration. Participates on task-specific teams or leads special projects as assigned. Engages in training for professional skills enhancement and career development. Participates on Library and campus committees as appropriate.
UC Vaccination Programs Policy – With Interim Revisions
As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs – With Interim Revisions.*
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:
· UC Santa Barbara COVID-19 Information https://www.ucsb.edu/COVID-19-information
· University of California Policy on Vaccinations – With Interim Amendments https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy
*Note: The Policy on Vaccination Programs – With Interim Revisions was updated effective August 16, 2023. A systemwide review of this policy will take place in Fall 2023 with an expected issuance/effective date in early 2024.
** 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 Opportunity/Affirmative Action Statement
UC Santa Barbara is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.
For the University of California's Affirmative Action Policy, please visit: https://policy.ucop.edu/doc/4010393/PPSM-20.
For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination.
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 and Notice of Availability of the UCSB Annual Security Report Disclosures
Application Status
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