Payroll and Personnel Manager - Student Enrollment & Success

Position Number: 41156682

Payroll Title: FINANCIAL SVC ANL 3

Job Code: 004628

Job Open Date: 3/5/25

Application Review Begins: 3/24/25

Department Code (Name): FINC (FINANCIAL AID OFFICE - Operation)

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 $69,500 to $83,000/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 $69,500 to $123,500/year.

Work Location: 1101 SAASB

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

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid (Both UC & Non-UC locations) Hybrid work schedule will be considered after the probationary period has been completed and as long as hybrid arrangements are approved by the Division of Student Affairs. The University has the authority to change or revoke hybrid scheduling with reasonable notice. Incumbent must be available to be in the office as requested or full time should operational needs require it.

Special Instructions:

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

*Note: A second Payroll & Personnel Manager position (Job Opening ID 76785) is available within the Division of Student Affairs. You are encouraged to apply for both positions if you wish to be considered for each.

Department Marketing Statement:
The Student Affairs Business & Administration unit provides budget, financial, personnel, and administrative support to the departments within the Division of Student Affairs.

Benefits of Belonging

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Brief Summary of Job Duties:

The Payroll & Personnel Manager serves as the subject matter expert for payroll and personnel processes using the UCPath Personnel System for student and staff employment within the Division of Student Affairs, particularly in the Student Enrollment & Success, Student Life, and Student Wellbeing clusters. The role involves providing complex analytical and administrative support to UCPath Preparers and Administrators, approving position and job data requests, and advising on process, policy, and best practices. The Manager is responsible for managing general ledger transactions, payroll reconciliation, and providing critical reporting on payroll-related expenses. They also oversee recruitment efforts, job description updates, and compliance with staffing and FTE policies. In addition, the Manager handles onboarding and offboarding processes, ensuring the completion of necessary documentation, system access, and equipment management. Supervising payroll and personnel assistants, developing training programs, and participating in cross-training for departmental flexibility are also key aspects of this role. The position requires participation in special projects and regular collaboration within divisional workgroups.

Required Qualifications:

• Bachelor's Degree in related area and/or equivalent experience/training
• 1-3 years experience in higher education administration and working with a diverse group of staff, and students.
• 1-3 years experience with interpreting policy, procedures, and accurately communicating them.
• Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing.
• Strong proficiency in the use of spreadsheet and database software.
• 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 judgement and decision making; ability to develop original ideas and solve problems.
• Ability to function effectively as a member of a team.
• Ability to adapt to changing priorities.
• Thorough knowledge and understanding of internal control practices and their impact on protecting University resources.
• Leadership skills to provide guidance, coaching and mentoring to professional and support staff.
• Thorough knowledge of financial processes, policies and procedures.
• Thorough knowledge of financial data management and reporting systems.

Preferred Qualifications:

• Solid understanding and use of UC systems such as UCPath, Kronos, OACIS/TAM, Cognos and Data Warehouse.
• Demonstrated skills in employee supervision and HR administration.
• Able to work collaboratively with others across UCSB and the UC.

Special Conditions of Employment:

• Evening and weekends may be required on occasion.
• Mandated reporting requirements of Child Abuse
• UCSB Campus Security Authority under Clery Act
• Satisfactory criminal 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:

• 40% Payroll & Personnel Management - Serves as the Payroll & Personnel Manager and subject matter expert regarding payroll/personnel processes using the online UCPath Personnel System for all student and staff employment for the Division of Student Affairs, specifically within the Student Enrollment & Success, Student Life and Student Wellbeing clusters. Responsible for providing complex analytical and administrative support and guidance to the Student Affairs UCPath Preparers and Administrators on vital issues, questions, and requests related to HR actions. Reviews and independently approves position and job data requests for actions such as position changes, new positions, hiring, terminating, reports-to-changes, transfers, pay increases, stipends, additional pay, etc. submitted by the Payroll & Personnel Assistants and Analysts. Updates Job Builder position data accordingly and on an annual basis assesses Division's need for any critical Job Description updates. Advises campus users on process, policy and best practice. Contacts departments to request corrections regarding data discrepancy/audit issues. 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 from department representatives 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 Preparers and Administrators. Conducts refresher trainings with unit staff. Responsible for independently managing all general ledger transactions in UCPath such as Funding Updates, Salary Cost Transfers, and the oversight of payroll reconciliation. Provides critical reporting & analysis of payroll related expenses. Advises department heads and managers on labor projections for Student Labor Budgets 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 student labor on a monthly and/or quarterly basis as requested. Under guidance from the Director of Business & Administration, responsible for the preparation and submission of quarterly staffing list reconciliation; and responds to the Budget Office within established deadlines. Contributes to position management within the UCPath system. Effectively applies staffing and FTE policies, analyzes staffing patterns, and determines cost effective funding sources and updates staffing lists accordingly. Develops and supports the maintenance of an efficient personnel file system in collaboration with the Director of Business & Administration.

• 30% Recruitment & Workforce Support - Under the general direction of the Director of Business & Administration, responsible for managing staff personnel actions and supporting recruitment efforts within the Division of Student Affairs. Assists in the preparation and execution of employee recruitments, focusing on the Student Enrollment & Success cluster. Serves as the primary submitter for job description updates through Job Builder and the Talent Acquisition Management (TAM) systems, and ensures the development and maintenance of job descriptions for all levels of managers, supervisors, and staff in Student Affairs. Supports hiring managers and search committees by providing guidance on recruitment policies and practices. Prepares job postings using the online recruitment platform 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. Ensures all recruitment activities align with UC's diversity, EEO, and AA objectives. 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. Acts as a liaison to the department and campus Human Resources units. Develops and implements departmental policies and procedures affecting on-boarding and off-boarding of staff. Works with the Director of Business & Administration to ensure all on-boarding and off-boarding process has been completed and documented. On-Boarding: Meets with supervisor to arrange onboarding and training logistics from the time a confirmation of a job offer is received to craft the necessary onboarding trainings, ensure office location is prepared, coordinate equipment deployment, submit campus systems needs (SA account, netID, Gaucho blue, etc), check out keys to office/building/update Lenel, campus access ID cards, etc. Communicates to the Payroll & Personnel Analyst or Assistant to initiate first contact with the newly hired employee prior to their start date, facilitates all new hiring documentation, coordinates meeting with administrative staff on their first day of employment to help them establish all the system accesses, activation of accounts and campus systems, and tracks mandatory campus trainings. Off-Boarding: Includes but is not limited to holding a meeting with the departing employee and/or supervisor, reviewing the checklist of items that must be handled prior to their last day to ensure accurate payouts and closing of campus access and answer any additional questions they might have. Ensures that all of the building keys and campus electronic assets have been returned before the last day of the employee's campus tenure. May be required to meet with the departing employee in person to collect assets. Coordinates with the other department administrators to deactivate accesses and return equipment assets.
• 20% Supervision - Supervises divisional Payroll and Personnel Assistants. Primarily supervises the staff in the Student Enrollment & Success clusters. In the absence of the other Manager, provides support and supervision with the other divisional cluster Payroll and Personnel Assistants. Ensures the quality and quantity of work of this unit for the division of Student Affairs. This position will assist with the development and delivery of training programs related to administrative and payroll functions. This role involves coordinating training sessions, preparing materials, and providing support to employees on payroll processes, policies, and software systems.

• 10% Other Duties - Is a member of Student Affairs Business & Administration (SABA). Participates in regular meetings and divisional workgroups as assigned. This position requires participation in cross-training to support different levels and functions and ensure flexibility during peak periods or staff absences. Additionally, this position will assist with special projects.

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:

* UC Santa Barbara COVID-19 Information - https://www.ucsb.edu/COVID-19-information
* 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 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:

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