University of California, Santa Barbara
Location
Santa Barbara, CA | United States
Job description
Job Code: 004627
Job Open Date: 3/7/24
Application Review Begins: 3/22/24
Department Code (Name): ERTH (EARTH RESEARCH INSTITUTE)
Percentage of Time: 100
Union Code (Name): 99
Employee Class (Appointment Type): Staff: Career
FLSA Status: Non-Exempt
Classified Indicator Description (Personnel Program): PSS
Salary Grade: Grade 19
Hiring/Budgeted Salary or Hourly Range: The budgeted salary range that the University reasonably expects to pay for this position is $27.16 - $29.00/hr.
Full Salary Range: The full salary range for this position is $27.16 - $46.70/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.
Work Location: Ellison Hall - 6832
Working Days and Hours : M-F 8 am - 5 pm
Benefits Eligibility: (e.g., Full Benefits, Mid-Level Benefits, Core Benefits)
Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid (Both UC & Non-UC locations)
Special Instructions:
For full consideration, please include a resume and a cover letter as part of your application.
Department Marketing Statement:
The mission of the Earth Research Institute (ERI) is to support research and education in the sciences of our solid, fluid, and living Earth. Our areas of research comprise Natural Hazards, Human Impacts, Earth System Science, and Earth Evolution. ERI strives to build upon the existing research strengths of our founding units while fostering new interdisciplinary collaborations examining how Earth processes affect mankind and how mankind perturbs the Earth.
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:
Co-manages all employment activities for the 400+ employees of the Earth Research Institute. Facilitates Academic Personnel, Human Resources and Payroll processes, using independent judgment to analyze policies, problem solve, ensure compliance (institutional and research sponsor policies) and provide advice on academic "Red Binder," recruitment, merit and promotions, salary administration, Graduate Student employment, payroll, effort reporting, records auditing, benefits, leave accruals and reporting, and visa procurement, et.al. Manages sensitive and confidential information and effectively and collaboratively interacts with a broad range of academic and staff personnel.
Required Qualifications:
Bachelor's degree in related area and / or equivalent experience / training
Preferred Qualifications:
1-3 years relevant experience/training
Working knowledge of financial processes, policies and procedures.
Strong knowledge of financial data management and reporting systems.
Strong interpersonal skills, analytical skills, service orientation, active listening, critical thinking, attention to detail, ability to multi-task in a high volume environment, organizational skills, effective verbal and written communication skills, sound judgment and decision making.
Ability to function effectively as a member of a team.
Understanding of internal control practices and their impact on protecting University resources.
Ability to adapt to changing priorities.
Special Conditions of Employment:
Satisfactory conviction history background check
UCSB is a Tobacco-Free environment
Job Functions and Percentages of Time:
30% Academic Personnel Coordinator - Works directly with Principal Investigators, Professional Researchers, Project Scientists, Postdoctoral Researchers, Visiting Scholars, and the ERI team to collect information, analyze, advise, and implement Academic employment for ERI. Possesses thorough knowledge of Academic "Red Binder" and all relevant procedures and policies to academic appointees. Consults with Academic Personnel, Office of Research, Office of International Students & Scholars and the Office of Equal Opportunity & Sexual Harassment/Title IX Compliance as necessary to research and resolve academic appointment and VISA issues. Responsible for recruitment (UC Recruit) and VISA processing (via OISS and UCSBGlobal). Completes research and analysis to ensure compliance with employment for the numerous funding agencies and their unique restrictions; addresses with ERI's Contract & Grant Manager/Team if necessary. Uses E-Verify as is required for federal contracts or subcontracts that contain the Federal Acquisition Requirement clause. Computes additional compensation (summer salary) for Principal Investigators and verifies approved funding. Coordinates with other departments to ensure that personnel activity (Effort Reporting) conforms with other affected department's needs and requirements. Oversees Graduate Student Researcher (GSR) appointments. For exceptional appointments, coordinates with graduate student's home department/faculty advisor to secure approval. Coordinates with Graduate Division, as needed. Works closely with PI's to provide strategies related to maximizing cost benefits to their awards related to graduate student fees. Updates Graduate Student Fee remission in the Graduate Division Financial Portal to ensure fees are paid prior to deadline. Coordinates GSR, Graduate Division Matching Funds, and fellowship activities within ERI and across multiple departments. Works collaboratively on merit and promotion cases for academic employees.
30% Staff & Student Employment Coordinator - Implements the staff and student employment activity for ERI Principal Investigators. Advises Principal Investigators on University policies and procedures regarding recruitment, classification levels, hiring, payroll, benefits eligibility, merit and range adjustments, dual employment, overtime compensation, FMLA or other Leaves of Absence, and work study. As the employment primary contact, ensures departmental compliance with internal, campus, state, and federal employment practices. Must have knowledge of INS, Department of Labor and Social Security requirements. Possesses thorough knowledge of all procedures, policies (unrepresented employees), and union agreements (AFSCME, CUE, PX, SX, TX, RX) relevant to staff employees. Coordinates both academic & staff recruitment processes. Oversees staff evaluation process, providing counsel and guidance on policies and deadlines to PIs, supervisors, and staff. Notifies supervisors when evaluations are due and ensures that evaluations are completed. Ensure probationary reports are completed and submitted. Works with MSO on layoff and disciplinary situations.
20% Payroll, Leave Accrual, Record Administration - Analyzes the appropriateness of expenses for a given funding source and projects all personnel transactions in the department financial system (GUS). Verifies the integrity of payroll and benefit information posted to the financial system. Oversees audit of all timecard/records for proper calculations of vacation, sick, and overtime, and accurately and timely processes ERI's payroll to the UC payroll system (UCPath), verifying percentages, benefits eligibility, visa criteria, and funding information. Manage department Electronic Timekeeping system (Kronos, supplemented by GoogleSheets in order to track split-funded employees) and approval (GUS). Researches, analyses and resolves any payroll or personnel issues. Trains managers, career and student staff in accurate time keeping entry and time card approval. Analyzes payroll information prior to processing and corrects any discrepancies. Ensures all employee information is accurate including pay rates and project account/funds. Audits personnel data and independently reconciles discrepancies. Oversees federal effort reporting requirements for individuals compensated by, or have contributed time to, a federally sponsored project. Provides training and oversight to Principal Investigators in regard to certification of effort reports using the ERS (Effort Reporting System). Reports leave time electronically using the appropriate campus systems (Kronos/UCPath). Maintains up-to-date knowledge of UC policies and union agreements relating to FMLA, overtime, vacation leave, sick leave, leave without salary, Workers' Compensation, and campus time-reduction programs. Acts as liaison between HR and UCPath assisting academic personnel, staff, and student employees with benefits information and in addressing issues. Provides guidance to PI's and, in cases of work-related injury, coordinates with PI regarding Workers' Compensation incident reporting, medical treatment authorizations, and medical facilities. Coordinates with Business Services, Human Resources, PI, and injured employee, as needed, regarding Workers' Compensation claims. Oversees submittal of appropriate forms. Advises PI's on the completion of Workers' Compensation registration forms for volunteers. Instructs PI's regarding the activities and individuals who must complete Waiver of Liability forms. Oversees submittal of appropriate forms.
15% Research/C&G - Ensures that HR transactions related to contract and grants are in compliance with institutional and research sponsor policies. Requires analysis of terms and conditions related to multiple grants and funding agencies, application of the appropriate restrictions to any related HR transactions, and proactively addressing any issues (e.g. extramural agency approval required for changes in classification, wages, or hours worked). With understanding of Contract and Grant restrictions and limitations relating to various awards and agencies, appropriately advises Principal Investigators on classifications and employment activities. Counsels PIs regarding salary projections and employment planning, understanding the restrictions and limitations for various project, to determine appropriateness of expenses prior to completing any HR/payroll activities. Completes analysis regarding appropriateness of funding, including ability to rebudget if required, prior to completing any HR activities or payroll/appointments.
5% Fellowship and Traineeship Activities - Responsible for all forms of non-payroll compensation. Evaluates requests and determines appropriate form of compensation (graduate and undergraduate fellowships, graduate division match funds, honorarium, etc.). Works closely with Human Resources, Business Services, Financial Aid, and Accounts Payable to ensure that compensation is non-payroll and meets federal and state legal requirements. Other duties as assigned to meet departmental goals.
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 Vaccinations 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.
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