Academic Personnel & Payroll Assistant

Position Number: 40072526

Payroll Title: BLANK AST 3 (004722)

Job Code: 004722

Job Open Date: 6/15/2026

Application Review Begins: 7/01/2026

Department Code (Name): MATH (MATHEMATICS DEPT)

Percentage of Time: 75 (additional 25% contingent on funding)

Union Code (Name): CX - Clerical/Admin

Employee Class (Appointment Type): Staff: Career

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $29.35/hr to $35.71/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. The full salary range for this position is $29.35/hr. to $42.06/hr.

Work Location: South Hall - 6601

Working Days and Hours: M-F; hrs. per day within 8:00-5:00. Set schedule will be approved by supervisor.

Benefits Eligibility: Full Benefits

Special Instructions:

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

Department Marketing Statement:

The Department of Mathematics serves the UCSB campus by offering foundational service courses for students fulfilling mathematics requirements across a wide range of majors, a comprehensive suite of upper-division courses for mathematics majors, and a robust selection of graduate courses that engage students with cutting-edge research conducted by our distinguished faculty, many of whom have received national and international honors and awards. The department includes more than three dozen permanent faculty members working across a broad spectrum of modern mathematical subfields, approximately six visiting assistant professors, over 60 graduate students, and more than 1,300 mathematics majors and pre-majors. Together, this vibrant academic community supports both high-impact research and exceptional undergraduate and graduate education.

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:

This position is responsible for the administration and coordination of departmental personnel, payroll, timekeeping, purchasing, and travel and entertainment functions in support of the Department of Mathematics. The role ensures compliance with University of California policies, collective bargaining agreements, and campus procedures while maintaining accuracy, timeliness, and data integrity across multiple systems, including UCPath, Kronos, Concur, and Gateway. Key responsibilities include processing academic, staff, and student employee appointments; managing payroll transactions and timekeeping records; maintaining personnel files and tracking systems; and ensuring proper funding alignment for all employment actions. The position serves as a departmental timekeeper and subject matter resource for payroll and personnel policies, including Written Notice of Appointment (WNA), leave administration, and compliance with labor regulations. In addition, the role oversees travel and entertainment reimbursements, ensuring policy compliance and timely processing of expenses, and manages departmental purchasing activities, including requisitions, receiving, invoice reconciliation, and FlexCard oversight. The position also provides training, guidance, and policy interpretation to faculty, staff, and student employees; supports audits and reporting requirements; and serves as backup for academic personnel and financial operations. Additional duties include supporting recruitment processes and contributing to special projects as assigned by departmental leadership.

Required Qualifications:

• High School Diploma

• Communication and Interpersonal Skills: Strong written and verbal communication skills with the ability to interact effectively with faculty, staff, students, and campus partners. Demonstrated ability to manage complex tasks and adapt quickly to changing priorities and deadlines.

• Organization and Time Management: Ability to manage multiple projects simultaneously while maintaining strong attention to detail, prioritizing effectively, and meeting established deadlines in a fast-paced environment.

• Technical and Computer Proficiency: Proficiency with standard office software applications, including word processing, spreadsheets, email, and database systems, with the ability to accurately enter, manage, and retrieve data.

• Teamwork and Collaboration: Ability to work both independently and collaboratively as part of a team, fostering positive working relationships across departments and contributing to shared goals

Preferred Qualifications:

• Bachelor's Degree or equivalent experience
• Knowledge of Administrative Policies and Procedures: Understanding of general principles related to personnel, payroll, purchasing, and financial administration, including basic compliance requirements within an organizational setting.
• Knowledge of University Systems and Processes Familiarity with or ability to learn institutional policies and procedures related to contract and grant administration, academic personnel, payroll, purchasing, and travel and entertainment processing (Kronos, Concur, UCPath, Gateway) Systems
• Proficiency in Financial and Payroll Platforms: Ability to learn and effectively use administrative systems such as payroll, timekeeping, financial, and purchasing platforms to process transactions and ensure data accuracy and integrity.

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:

• 30% Personnel & Payroll - Responsible for the accurate and timely processing of payroll and personnel transactions using campus systems, including UCPath and Kronos (UCSB's electronic timekeeping system). Processes new, continuing, and separating appointments for faculty, staff, and student employees, ensuring all employment actions comply with University and campus policies. Ensures that all required employment documentation is completed, verified, and signed prior to entering appointments into UCPath. Coordinates onboarding by informing new employees of department expectations, mandatory training requirements, and the campus New Employee Orientation offered through HR. Provides orientation briefings to new department staff. Processes bi-weekly and monthly payroll transactions, ensuring all time worked and leave taken are accurately reported in Kronos. Maintains and updates personnel and payroll records, resolves discrepancies, and ensures data integrity across systems. Maintains internal record-keeping systems, including databases and spreadsheets, to track appointments, funding, and payroll activity. Collaborates closely with the Student Affairs Manager to implement quarterly Teaching Assistant (TA) and Reader appointments. Responsible for creating, maintaining, and auditing official personnel files for all student employees, including TAs, Readers, Math Fellows, and other student staff, ensuring compliance with campus policies, union agreements, and audit standards. Responsible for preparing and issuing Written Notices of Appointment (WNAs) student academic employees. Verifies appointment accuracy prior to issuance, including title codes, appointment percentages, pay rates per contract scale, appointment dates, and correct funding allocations. Ensures WNAs match UCPath records and resolves discrepancies between approved appointments, system entries, and funding data. Maintains compliance with applicable ASE/UAW contract provisions, Academic Personnel Manual (APM) policies, campus deadlines, and eligibility requirements. Processes updates or revisions due to funding changes, appointment adjustments, or corrections, ensuring all modifications are properly reflected in UCPath. Maintains centralized tracking of student academic appointments to support payroll accuracy, audit readiness, and compliance with campus and contract requirements. Ensures that salary, work-study awards, and other compensation elements align with appointment details in UCPath and are supported by appropriate and available funding sources. Consults with faculty and the department's Financial Manager to verify the accuracy and allowability of funding for all appointments. Works in coordination with Contracts & Grants (C&G) Research Administrators to manage extramurally funded Graduate Student Researchers (GSRs) and undergraduate student employees. Processes hires, funding changes, FTE adjustments, short work breaks, and separations, including those associated with graduation. Provides analysis and guidance on academic and staff personnel policies, advising faculty and staff on complex or non-standard payroll and employment issues. Maintains a comprehensive and current understanding of UC and campus policies related to payroll, personnel, and benefits. Maintains a centralized tracking database for all personnel and payroll actions to support reporting, compliance, and audit readiness.
• 20% Timekeeping - Serves as one of two designated departmental Timekeepers, responsible for the accurate administration of timekeeping functions using Kronos (UCSB's official timekeeping system) and ensuring alignment with UCPath payroll data. Administers all timekeeping-related activities for assigned employee groups, including the setup and maintenance of employee profiles in Kronos. Reviews and audits time entered each pay period to ensure accuracy, completeness, and compliance with University policies and applicable labor agreements. This includes monitoring missed punches, unexcused absences, unapproved overtime, and ensuring that non-exempt employees adhere to established meal and rest break requirements. Reviews and validates funding sources associated with time reported in Kronos, confirming consistency with UCPath payroll records and departmental funding allocations. Coordinates time transfers for student employees holding multiple appointments across departments, ensuring accurate labor distribution and compliance with campus guidelines. Verifies that overtime is calculated and compensated in accordance with UC policy and collective bargaining agreements. Monitors and enforces timely submission and approval of timecards. Ensures that employees complete timecard entries by established deadlines and that supervisors review and approve timecards prior to payroll sign-off. Maintains documentation and provides appropriate follow-up for missed or late approvals, including maintaining backup records where validations are incomplete. Reconciles Kronos timekeeping data with UCPath payroll records each pay cycle to ensure consistency in pay, leave usage, and accrual balances. Monitors vacation and sick leave accruals in Kronos and verifies alignment with UCPath, identifying and resolving discrepancies in a timely manner. Maintains accurate and auditable timekeeping records in accordance with campus policy and internal control standards. Supports audit requests by providing documentation and reports related to timekeeping activities. Provides guidance and training to employees and supervisors on timekeeping procedures, system usage, and compliance requirements. Stays current on UC and campus policies, labor contracts, and best practices related to timekeeping, payroll, and leave administration. Collaborates closely with Payroll, HR, and departmental leadership to resolve complex timekeeping issues, improve processes, and ensure operational efficiency and compliance. Serves as one of two designated departmental Timekeepers, responsible for the accurate administration of timekeeping functions using Kronos (UCSB's official timekeeping system) and ensuring alignment with UCPath payroll data. Administers all timekeeping-related activities for assigned employee groups, including the setup and maintenance of employee profiles in Kronos. Reviews and audits time entered each pay period to ensure accuracy, completeness, and compliance with University policies and applicable labor agreements. This includes monitoring missed punches, unexcused absences, unapproved overtime, and ensuring that non-exempt employees adhere to established meal and rest break requirements. Reviews and validates funding sources associated with time reported in Kronos, confirming consistency with UCPath payroll records and departmental funding allocations. Coordinates time transfers for student employees holding multiple appointments across departments, ensuring accurate labor distribution and compliance with campus guidelines. Verifies that overtime is calculated and compensated in accordance with UC policy and collective bargaining agreements. Monitors and enforces timely submission and approval of timecards. Ensures that employees complete timecard entries by established deadlines and that supervisors review and approve timecards prior to payroll sign-off. Maintains documentation and provides appropriate follow-up for missed or late approvals, including maintaining backup records where validations are incomplete. Reconciles Kronos timekeeping data with UCPath payroll records each pay cycle to ensure consistency in pay, leave usage, and accrual balances. Monitors vacation and sick leave accruals in Kronos and verifies alignment with UCPath, identifying and resolving discrepancies in a timely manner. Maintains accurate and auditable timekeeping records in accordance with campus policy and internal control standards. Supports audit requests by providing documentation and reports related to timekeeping activities. Provides guidance and training to employees and supervisors on timekeeping procedures, system usage, and compliance requirements. Stays current on UC and campus policies, labor contracts, and best practices related to timekeeping, payroll, and leave administration. Collaborates closely with Payroll, HR, and departmental leadership to resolve complex timekeeping issues, improve processes, and ensure operational efficiency and compliance.
• 20% Travel & Entertainment - Responsible for processing guest traveler reimbursements. Prepares all associated and required forms for domestic and international travel, which includes various locations and funding from various sources; foreign travel that involves days in different foreign cities and countries. Responsible for verifying funding availability, agency authorization, and appropriate approvals for each traveler and each funding source. Independently initiates appropriate approval forms as required by the University and extramural agencies' regulations for a particular type of travel and the status of the traveler. Responsible for monitoring and tracking all travel activities to ensure that upon completion of travel all vouchers are prepared and that travelers and vendors are paid in a timely manner. Responsible for data integrity, review of open transactions, and problem-solving. Demonstrates flexibility in learning, interpreting, and adapting new policies and procedures. Provides recommendations consistent with the department's function and goals for proficiency and advancement. Maintains and supports effective communication and individual working relationships with faculty, staff, students, Accounting, Office of Research, Academic Senate, and other academic departments. Provides advice and training sessions to travelers.
• 15% Purchasing - Responsible for departmental purchasing activities using the UCSB Gateway system, ensuring compliance with University policies, funding restrictions, and internal controls. Prepares and submits purchase requisitions, ensuring accuracy, appropriate documentation, and adherence to procurement guidelines. Assigns and verifies chartstrings and funding sources, confirming expenses are allowable and supported by available funds. Acts as the departmental receiving agent by tracking orders, verifying receipt of goods and services, and completing receiving in Gateway. Prepares shipping documentation for returns or equipment repairs. Reviews invoices against purchase orders and receiving records to ensure accurate billing and resolves discrepancies with vendors and campus partners. Responds to vendor inquiries regarding payments and order issues. Reconciles and allocates FlexCard transactions, ensuring proper documentation, appropriate use, and timely processing in compliance with University policy. Monitors activity for compliance and follows up on any discrepancies. Maintains accurate and auditable procurement records and supports audit requests. Provides guidance to faculty and staff on purchasing processes, Gateway use, and policy requirements, and collaborates with departmental and campus partners to ensure efficient procurement operations.
• 10% Academic Personnel - Assists with the processing, review, and administration of academic personnel matters. Assists in the preparation of personnel review materials, including updating bibliographies and curriculum vitae, and may conduct preliminary analysis of routine cases. Supports the processing of faculty applications by generating recruitment reports, compiling applicant data, and providing materials that assist analysts and faculty in evaluating candidates. Coordinates travel and logistical arrangements for candidates invited to campus for interviews. Supports the preparation of cases and correspondence for lecturer, associate, visiting professor, visiting scholar, and affiliated appointments. Processes payroll transactions in the payroll/personnel system for all academic hires described above and ensures accuracy and compliance with applicable policies and procedures.
• 5% Other - Performs other duties as assigned by the department Business Officer

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.

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