Assistant Manager, Personnel & Payroll

About the role

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.

Responsibilities

• 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.
• 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.
• Provides analysis, coordination, response, and/or decision-making recommendations in the resolution of day-to-day questions regarding Workforce Administration, UCPath, and ePerformance.
• Develops and supports the maintenance of an efficient personnel file system in collaboration with Manager.
• Supports hiring managers and search committees by providing guidance on recruitment policies and practices.
• 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.
• Maintains job descriptions as changes occur.
• Monitors compliance with timetables for all staff performance reviews and collects evaluations for personnel files.
• 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).
• 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.
• 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.

Requirements

• 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
• Prioritizes and adapts 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