Payroll and Research Administration Analyst

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Payroll and Research Administration Analyst

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Job ID

88052

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UCSB Campus

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Job Posting Details

Position Number: 40071215

Payroll Title: FINANCIAL SVC ANL 2 CX (004754)

Job Code: 004754

Job Open Date: 8/6/26

Application Review Begins: 8/21/26

Department Code (Name): ICBT (INST COLLAB BIOTECHNOLOGIES)

Percentage of Time: 100

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 $31.37/hour to $39.00/hour. 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 $30.75/hour to $50.45/year.

Work Location: BioEngineering Building 512, 2110, Desk 2

Working Days and Hours: M-F 8:00 am - 5:00 pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid (Both UC & Non-UC locations) - 1 remote day per week possible after 6 months

Special Instructions:

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

Department Marketing Statement:

Located on the beautiful campus of UC Santa Barbara, the Institute for Collaborative Biotechnologies is a uniquely interdisciplinary, powerful alliance of Academia, Industry and the Federal Government. Led by the University of California Santa Barbara, in collaboration with MIT, Caltech, the Federal Government, and Industry partners, the ICB transforms biological inspiration into technological innovation. Within this context, the administrative unit is a fast-paced, dynamic environment that provides a broad set of services. Staff members take pride in providing high-quality service and creating a strong working relationship with our diverse clientele.

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:

Serves as the Payroll and Research Administration Analyst for the Institute for Collaborative Biotechnologies (ICB) under general supervision of the Personnel Manager. The Payroll and Research Administration Analyst is responsible for the complex suite of sensitive payroll, employment, and other relevant actions in ICB, which supports 200-300 unique personnel annually. Functions as the department's expert for all hiring needs, funding changes, and off-boarding. Completes UCPath and EPM Project Forecasting entries to ensure accurate budget balances and timely payroll. Oversees all payroll actions related to graduate students researchers, undergraduate student assistants, research staff, administrative staff, non-student academic personnel, visiting scholars, and additional compensation. Serves as department Timekeeper for all employees, providing training and ensuring accurate payroll and leave reporting. Implements new policy and CBA requirements as needed. In partnership with Financial Manager and Personnel Manager, identifies problems on payroll ledger, researches issues, and implements solutions. Resolves payroll-related issues utilizing sound judgment and thorough knowledge of relevant campus procedures, research administration, and grant financial management.

Required Qualifications:

• Demonstrated communication and interpersonal skills, verbally and in writing.

• Organizational/time management skills and ability to multi-task, while balancing a high volume workload.

• Ability to use sound judgment in responding to issues and concerns.

• Ability to maintain confidentiality.

• Attention to detail and proficient with math.

• Strong analytical and critical thinking skills.

• Ability to function effectively as a member of a team.

Preferred Qualifications:

• Bachelor's degree and/or equivalent combination of experience/training.

• 1-3 years work experience in related field

Special Conditions of Employment:

• Satisfactory criminal history background check
• Position is funded by federal contract/sub-contract and requires E-Verify 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:

• 65% Payroll & Personnel Administration - Inputs transactions into campus payroll and personnel systems for all academic and staff personnel in the ICB. Processes new and continuing appointments for staff, academic, and student employment. Verifies the integrity of payroll and benefit information posted to payroll and financial management systems. Maintains personnel information with strict adherence to confidentiality and financial management obligations. Responsible for hiring and onboarding new or returning personnel: including but not limited to: payroll processing, new hire paperwork, training in timekeeping and payroll systems, ensuring compliance with campus- and union- required onboarding documentation, timekeeping, I-9 verifications, and funding changes. Resolves payroll discrepancies in coordination with the Personnel Manager and Financial Unit. Extends, adjusts, or terminates positions as appropriate. Processes off-cycle checks, missed pays, overpayments, final payouts, and other offboarding-related tasks. Department expert on student personnel, employment, policies, and collective bargaining agreements Coordinates with PIs and home academic departments. Ensures appropriate compensation and accurate financial projections on funding sources. Issues Written Notices of Appointment (WNAs) and relevant appendices to graduate student researchers; within this context, analyzes PI-provided descriptions of work against stated funding for effort purposes and funding allocability, resolving discrepancies with PIs before making payroll commitments. Independently resolves registration, fee, stipend, and remission issues. Communicates directly with Graduate Division, the Registrar, Work Study, and the student as appropriate. Manages undergraduate job recruitments. Supports summer internship programs. Coordinates student assistant job descriptions and work study requests. Analyzes undergraduate student employment eligibility. Works closely with faculty Principal Investigators (PIs) and Personnel Manager to ensure compliance with union contracts. Works with PIs and ICB unit managers to assess funding availability for employees. Checks budget balances and other personnel on awards before initiating funding requests. Ensures accuracy of financial projections on all personnel types in the ICB. Responsible for timely maintenance of positions and funding, updating UCPath and adjusting financial projections in EPM Project Forecasting. Analyzes reports from relevant campus systems (e.g., Cognos, GradPoint, EPM, FinHub). Alerts supervisors to issues impacting budgets and addresses problems. As directed, processes Salary Cost Transfers. Maintains various internal record-keeping systems (e.g., databases, spreadsheets, files) for ICB personnel. Makes recommendations for improving internal tracking and workflows. Tracks employee appointment, visa, and funding end dates. Alerts the Personnel Manager, Financial Manager, and PIs of approaching end dates. Works with Personnel Unit and Financial Unit colleagues to resolve monthly payroll ledger irregularities, investigates issues, and recommends actions to mitigate future issues.
• 15% Timekeeper - Serves as department Timekeeper in campus online timekeeping system. Reviews timecards for all ICB staff and academic employees on a biweekly and monthly basis (20-30 employees per biweekly pay period and 50-70 monthly). Adjusts and maintains employee timecard configuration, keeping aware of job, union, and pay cycle changes that may affect time reporting, leave accrual and payroll. In concert with appropriate central offices, analyzes FLSA conflicts and takes action to resolve for payroll and timekeeping purposes. Trains and regularly communicates with employees and supervisors on accurate completion of timecards to ensure timely, correct paychecks and leave reporting. Keeps apprised of different employee leave options, alerting Personnel Manager to any sensitive issues. Tracks GSR leave balances per individual WNAs and reporting carefully, referring to evolving academic personnel policy and the collective bargaining agreement as necessary. Analyzes holiday pay policies for variable non-exempt employees. Addresses issues that may impact federal awards (e.g., contract overtime requirements). Corrects hours worked, holiday pay, and leave reporting through historical corrections and missed cycle requests. Works closely with other departments on shared or dual-employed personnel. Independently identifies and initiates corrective actions as required by collective bargaining agreements and Academic Personnel for timecard non-compliance.
• 10% Employment & Award Compliance - Serves as the department's I-9 verifier and expert in employment eligibility. Ensures compliance with federal and state labor laws and University policy of all personnel. Initiates E-verify process as required by specific contracts in our department. Monitors work permit status of existing and future ICB employees. Alerts Personnel Manager when visa, work permit, or other immigration status may impact an individual's employment or ICB funding. Ensures that all new and rehired employees have completed required hiring actions including but not limited to I-9s, UC Patent/Intellectual Property Acknowledgment, UC State Oath of Allegiance, non-exempt overtime election forms, GLACIER (non resident alien tax compliance system for foreign visitors), and others as needed. Oversees the Employment Misconduct Disclosure (SB 791 & AB 810) process for ICB staff and academic personnel. Communicates to relevant parties ICB awards' contract language that includes specific employment requirements (e.g., Everify, overtime restraints, etc). Reviews on a monthly basis personnel and location data of covered employees to ensure compliance with AB-119 and other laws/policies governing employee data. Updates data as required. Maintains robust records of Written Notices of Appointment, student job descriptions, work study letters, funding checks, and other documentation in personnel files under campus retention records requirements.
• 5% Additional Compensation - Responsible for soliciting requests for additional compensation (summer salary) from PIs associated with the ICB. Accurately computes and verifies funding for summer salary for PIs, adhering to the complex allowability definitions for the UARC contract, and other ICB extramural awards. Coordinates with other departments to ensure that personnel activity conforms to other affected departments' needs and requirements. Inputs staff, academic, and participant support stipends, and other forms of additional or non-payroll compensation. Stays current on relevant policy and procedures.
• 5% Back-up to Financial & Procurement Assistant - In the absence of the Financial & Procurement Assistant, or as workload requires, assists in the processing of shipping/receiving.

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.

Reasonable Accommodations:

The University of California endeavors to make https://jobs.ucsb.edu accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact Katherine Abad in Human Resources at 805-893-4664 or email katherine.abad@hr.ucsb.edu. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.

Privacy Notification Statement

Privacy Notification Statement and Notice of Availability of the UCSB Annual Security and Fire Safety Report Disclosures

Application Status: If you would like to check the status of your application, please log into the Candidate Gateway where you applied and click on 'my activities'.

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