Administrative Assistant

6 days ago

Santa Barbara, United States University of California, Santa Barbara Full time

**Job Code**: 4723

**Job Open Date**: 6/21/2024

**Application Review Begins**: 7/9/2024

**Department Code (Name)**: UCFS-Campus Dining

**Percentage of Time**: 100%

**Union Code (Name)**: CX-Clerical/Admin

**Employee Class (Appointment Type)**: Staff Career

**FLSA Status**: Non-Exempt

**Salary Grade**: N/A

**Hiring/Budgeted Salary or Hourly Range**: The budgeted salary range that the University reasonably expects to pay for this position is $23.60/hr. - $28.02/hr.

**Work Location**: University Center 558, 1178

**Working Days and Hours**: Monday-Friday, 8:30 am - 5:00 pm

**Benefits Eligibility**: Full Benefits

**Type of Remote or Hybrid Work Arrangement if applicable**:N/A

**Special Instructions**

**Department Marketing Statement**

Housing, Dining & Auxiliary Enterprises houses 10,000 students, faculty and family residents on campus, provides support services for 9,300 students residing in the communities adjacent to the campus, serves 21,000 customers daily in its retail and board dining programs, manages the UCSB Campus Store and University Center, hosts 150,000 guests annually for conferences and meetings, manages a major events center (Events Center), and oversees the administration of transportation, parking and fleet services. Additional responsibilities in the HDAE portfolio include Administrative & Residential Information Technology (ARIT) and The Club & Guest House. HDAE employs 600 full-time employees and 1,800 student employees. HDAE maintains a physical plant of more than 3 million square feet of buildings and 250 acres of grounds and landscaping.

**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**

The Administrative Assistant performs all student functions related to hiring, payroll, and personnel actions for over 400 student employees. Duties include processing bi-weekly payroll, corrections and changes to payroll, and separations in the payroll system (UCPath). Utilizes the timekeeping system (Kronos) to review, maintain, and troubleshoot timecard issues for payroll processing. Provides administrative support as needed to the Supervisor.

**Required Qualifications**

**Education**:

- High School Diploma or equivalent combination of education and experience required.

Work Experience:

- Demonstrated ability to multitask and prioritize effectively.
- Experience with effective communication and strong interpersonal skills to communicate effectively, verbally and in writing.
- Or Equivalent combination of education and experience required.

**Special Conditions of Employment**
- Satisfactory conviction history background check
- UCSB is a Tobacco-Free environment

**Job Functions and Percentages of Time**:
Payroll and Timekeeping-50%
- Supports the administrative unit by processing payroll and timekeeping for over 400 student employees.
- Performs student employee data entries in UCPath (hiring/rehiring, transfers, terminations, short work breaks,etc).
- Processes payroll changes, as they relate to bi-weekly payroll.
- Processes pay rate changes in UCPath, as they relate to student positions (promotions).
- Processes student transfers due to operational needs, work study status, and more.
- Reviews shared students for biweekly payroll processing and ensures that proper timekeeping is being conducted.
- Processes student employee separations, including UCPath transactions, and conducts final pay processing, if applicable.
- Enters unit schedules into the timekeeping system (Kronos) for 400 students.
- Verifies student hours in the timekeeping system for job code, length of shift, breaks, etc., and updates student managers with missed daily punches for corrections at their unit, on an ongoing daily/weekly basis.
- Conducts holiday pay calculations for students, and updates Kronos accordingly.
- Runs various payroll/timekeeping reports on a bi-weekly basis, including work study and more.
- Checks timekeeping reports for accuracy of hours for eleven units.
- Establishes and maintains a collaborative working relationship with accounting personnel and other campus departments.
- Communicates in various methods, including verbally and in writing, with Managers and Student Managers regarding student personnel actions, including hires, promotions, transfers, unit separations from student position/job, and related topics.

Personnel Administration-40%
- In coordination with the administrative unit, and with oversight from the Supervisor, processes employment actions of 400 students, with a high volume of actions at the beginning of each quarter and end of the quarter.
- Processes I-9 Tracker actions for student employment and re-verification.
- Helps maint

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