Assistant Manager, Personnel & Payroll

Position Number: 41257147

Payroll Title: ADMIN SUPV 1 (007374)

Job Code: 007374

Job Open Date: 7/23/26

Application Review Begins: 8/7/26

Department Code (Name): Office of the Executive Vice Chancellor and Provost (EXOF)

Percentage of Time: 100

Union Code (Name): 99-Non-Represented (PPSM)

Employee Class (Appointment Type): Staff: Career

FLSA Status: Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: Grade 21

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $79,540 to $86,500/year. 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 salary range for this position is $73,800 to $131,200/year.

Work Location: SAASB 1207

Working Days and Hours: Monday - Friday, 8AM - 5PM

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid schedule considered after completion of onboarding period.

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

Department Marketing Statement:

The Office of the Executive Vice Chancellor and Provost has oversight for academic planning and programming, the development and implementation of academic policy, and the academic personnel process. The office has responsibility for all academic units, on and off-campus instructional activities, and instructional support programs. It maintains formal liaison with the Office of the President.

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:

The Assistant Manager, Personnel & Payroll serves as the subject matter expert for payroll, personnel, and timekeeping processes for student, staff, and academic employees for units supported by the Business Operations Team in the Office of the Executive Vice Chancellor and Provost. These units include: Office of the Executive Vice Chancellor and Provost, Academic Affairs Information Technology (AAIT), Academic Personnel (AP), Title IX Compliance & Discrimination and Harassment Prevention Office, Ombuds Office, Office of Education Partnerships. Supervises UCPath transactors, approving position and job data requests, and advising on process, policy, and best practices. Supervises Timekeepers, supporting timecard sign off, and reviewing corrections. Reporting to the Manager of Business Operations (Manager), the Assistant Manager is responsible for managing payroll reconciliation and providing critical reporting on payroll-related expenses. Oversees recruitment efforts, job description updates, and compliance with staffing and FTE policies. In addition, the Assistant Manager handles onboarding and offboarding processes, ensuring the completion of necessary documentation, system access, and equipment management. Supervising payroll and personnel staff, developing training programs, and participating in cross-training for departmental flexibility are also key aspects of this role.

Required Qualifications:

• Bachelor's Degree in related area and/or equivalent experience/training
• 3+ years of experience in higher education administration
• 3+ years of demonstrated experience interpreting, applying, and accurately communicating policy and procedures.
• 3+ years proven track record of solid communication and interpersonal skills to communicate effectively both verbally and in writing with diverse groups including staff, students, and senior level administrators.
• Demonstrated leadership ability to provide guidance, coaching and mentoring to professional and support staff.
• Experience with Google Workspace, MS Office Suite, and Zoom.
• Proven ability to adapt to changing priorities.
• Evidence of attention to detail, organizational skills, and ability to multitask in a high volume environment.

Preferred Qualifications:

• 2+ years of experience using UC systems such as UCPath, Timekeeping, TAM, Cognos, Job Builder, and FinHub.
• 2+ years of proven supervisory or managerial experience.
• 1+ year(s) working in HR administration.
• 1+ year(s) of experience working in a divisional office, control point or equivalent unit.
• Demonstrated ability to think critically and effectively apply analytical, and sound decision making skills.

Special Conditions of Employment:

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

Misconduct Disclosure Requirement:

As a condition of employment, the final candidate who accepts an 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; or have filed an appeal of a finding of substantiated misconduct with a previous employer.

"Misconduct" means any violation of the policies governing employee conduct at the applicant's previous place of employment, including, but not limited to, violations of policies prohibiting sexual harassment, sexual assault, or other forms of harassment, or discrimination, 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:

Payroll & Personnel Management (45%): Reporting to the Manager of Business Operations (Manager), serves as payroll administrator for units supported by the Business Operations team in the Office of the Executive Vice Chancellor and Provost and is responsible for ensuring the maintenance and accuracy of UCPath entries. Also serves as departmental payroll manager for Timekeeping, monitoring and verifying accuracy of time reported and overseeing the work of the departmental timekeepers. Manages the leave process within these units, working in close collaboration with supervisors and unit heads.

Responsible for providing support and guidance to UCPath transactors on vital issues, questions, and requests related to HR actions. Ensures proper authorizations and approvals have been obtained when reviewing and approving UCPath transactions submitted by transactors. Researches, analyzes, and resolves a wide variety of routine to moderately complex problems. Uses professional concepts and in-depth knowledge of Workforce Administration practices to answer questions on all aspects of UCPath data entry and a variety of other general personnel transactions. Exercises judgment within guidelines and practices to determine appropriate action. Applies a solid understanding and knowledge base of staff personnel policies, collective bargaining agreements, and campus procedures and practices to evaluate and ensure compliance in campus UCPath transactions. Provides analysis, coordination, response, and/or decision-making recommendations in the resolution of day-to-day questions regarding Workforce Administration, UCPath, and ePerformance. May develop specialized training to address difficult transactions in UCPath or areas that are generally problematic for staff. Conducts refresher trainings with unit staff.

Provides critical reporting & analysis of payroll related expenses. Advises department heads and managers on labor projections based on department and unit needs and works on financial planning in coordination with financial managers as it relates to payroll. Provides departments with updates on a monthly and/or quarterly basis as requested.

Develops and supports the maintenance of an efficient personnel file system in collaboration with Manager.

Serves as a resource on all employment and payroll matters related to time keeping including interpretation and application of federal, state, bargaining unit, and UC policies and procedures pertaining to hiring; visas; payroll; benefits eligibility; vacation accrual and use; and payroll and leave reporting. Manages the team that identifies timecard and pay errors and oversees timely correction of errors as needed. Responsible for ensuring employee configuration in Timekeeping including pay rules and leave accrual codes for all units supported and all direct reports to the Executive Vice Chancellor and Provost.

Recruitment & Workforce Support (25%): Under the direction of the Manager and Associate Vice Chancellor for Finance & Administration (AVC), responsible for managing staff and academic personnel actions and supporting recruitment efforts. Assists in the preparation and execution of employee recruitments.

Supports hiring managers and search committees by providing guidance on recruitment policies and practices. Prepares job postings using online recruitment platforms and collaborates with hiring managers throughout the recruitment process, including interview scheduling and candidate communications. Sends disposition notifications to applicants once the search is closed. In collaboration with the Manager, advises hiring managers during all steps of the recruitment process. Ensures all recruitment activities align with UC's diversity, EEO, and AA objectives.

Updates job descriptions and position data in Job Builder, serving as the primary submitter. In consultation with the Manager, assesses the need for and makes recommendations on any job description updates. Ensures the maintenance of job descriptions as changes occur.

Monitors compliance with timetables for all staff performance reviews and collects evaluations for personnel files. Assures appropriate and timely dissemination of appropriate data and information supplied by Human Resources and other central campus departments.

In coordination with the Manager, develops and implements departmental procedures affecting on-boarding and off-boarding of employees.

On-Boarding: Meets with supervisor to arrange onboarding and training logistics from the time a confirmation of a job offer is received to identify the necessary onboarding trainings, ensure office location is prepared, coordinate equipment deployment, coordinate submission of campus systems access,, campus access ID cards, etc. Directs payroll and personnel staff to initiate contact with the newly hired employee prior to their start date, oversees and ensures accuracy of all new hiring documentation.

Off-Boarding: Coordinates with the unit head and/or supervisor to ensure accurate payouts and closing of campus access. Is available to the supervisor and employee to answer any questions related to the separation or transfer process. May be required to meet with the departing employee in person to collect assets. Coordinates with the others to deactivate accesses and return equipment and other university property.

Supervision (10%): Directly supervises the Financial & Administrative Coordinator (Admin Officer 2), and two Payroll & Personnel Assistant (Blank Asst 3). Provides additional training, coaching, and guidance, as needed. Establishes goals and objectives, assigns duties, evaluates performance, and provides career guidance and professional development opportunities.

Divisional Support (10%): Working with the AVC, supports the personnel review process for the Division of Academic Affairs including but not limited to requests for exceptions to policy, MSP actions, and other staff personnel programs. Reviews requests and provides initial analysis on recommended action. Communicates with submitters on any incomplete components of requests and/or other questions and issues.

Serves as a control point resource to units within the Division on payroll, personnel, and timekeeping matters including interpretation and application of federal, state, bargaining unit, and UC policies and procedures pertaining to hiring; visas; payroll; benefits eligibility; vacation accrual and use; and payroll and leave reporting. May manage personnel, payroll, or timekeeping actions on behalf of other units in the Division. In collaboration with the Manager, acts as a technical point of contact for other campus and external constituents, including central offices.

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.

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