Personnel Coordinator job vacancy in UCLA – Jobs in California

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Job Details
Company Name : UCLA
Company Location : Los Angeles, CA
Job Position : Personnel Coordinator
Job Category : Jobs in California

Job Description :
The Personnel Coordinator, under the direction of the Personnel Manager, is responsible for processing personnel and payroll actions for academic apprentice personnel, temporary faculty, ladder faculty, and staff personnel. Responsible for graduate and undergraduate student employment. Major duties include: bi-weekly and monthly payroll and personnel transactions utilizing UCPath (UC Payroll, Academic Personnel, Timekeeping and Human Resources), and TRS (Time Reporting System), process UPAYs, follow up on discrepancies to adhere to all University personnel and payroll policies and procedures, and applicable labor contracts. Analyze monthly payroll and personnel reports utilizing QDB to resolve issues in those reports for students and temporary faculty. Utilize TRS to manage and review all timesheets for submittal. Work with DCISS (Dashew Center for International Students and Scholars) to process INS paperwork for hiring non-residents.
The Personnel Coordinator is solely responsible for processing graduate student fee deferrals, fee remissions, and determining and processing exceptions to fee remissions. Independently prepare documentation for appointment, hiring and merit increases for temporary faculty, visiting scholars, and postdoctoral scholars. Compile required documents for timely submission and to meet published deadlines. For Lecturers, follow review procedures in accordance with the Non-Senate Instructional Unit-18 labor union agreement. Initial Lecturer appraisals and track quarters employed. Prepare, calculate and monitor the department’s summer ninths for Faculty. Serve as point person to staff, students, temp faculty and postdoctoral scholars in regards to benefits eligibility and policy. Assist on an as needed basis with dossier preparation for ladder faculty.
This position requires excellent communication skills, the ability to interact tactfully and diplomatically with faculty, students and staff, as well as, the ability to independently follow through on instructions and complete employment transactions in a timely manner. Work as a team with departmental staff. Diplomatically interact with Graduate Division, College APO, Campus Human Resources, Payroll Office, Benefits Office, and other university professionals. Maintain confidentiality regarding sensitive personnel and payroll information. Must be able to maintain a regular schedule.

Percentage of Time:
100

Shift Start:
8:00 am

Shift End:
5:00 pm

Qualifications for Position

19
Records

Qualifications

Required/Preferred

Excellent organizational, prioritization and multi-tasking skills to work efficiently and effectively with frequent interruptions, including the ability to effectively organize and maintain accurate and confidential filing systems.

Required

Skill in performing detailed work with a high degree of accuracy.

Required

Still in taking the initiative, troubleshooting, following through on all details, and meeting deadlines.

Required

Skill in analyzing information, problem solving, proposing alternatives and implementing workable solutions.

Required

Interpersonal and customer service skills to establish and maintain cooperative, congenial working relationships.

Required

Oral and written communication skills to collect and relate information with diplomacy and accuracy by phone, in person and via email, using appropriate vocabulary and grammar.

Required

Experience in university payroll and related accounting policies/procedures with ability to update skill set as policies/procedures change.

Required

Experience in processing university payroll utilizing on-line systems including OASIS, UCPath and TRS for processing new hires, summer ninths, summer sessions, one-time payments and multi-location payments.

Preferred

Skill in working independently and collaboratively as a member of a team.

Required

Ability to maintain strict confidentiality for sensitive information.

Required

Ability to foresee and prevent problems and the initiative to suggest solutions to problems as they arise and to discern when action of a higher level is needed.

Required

Working knowledge of University policies and procedures in relation to Human resources (hiring, benefits, separations, vacation accruals, etc.).

Required

Skill in verifying appropriate title codes, salary scales, percent of appointments and fund sources.

Required

Skill in monitoring and recording vacation accruals for researchers and postdocs with ability to counsel faculty supervisors on policies/procedures.

Preferred

Knowledge of benefits policies/procedures with ability to counsel employees regarding coverage, options and eligibility, as well as on-line sources of data such as UCPath, and for retired employees At Your Service.

Preferred

Knowledge of personnel policies/procedures related to processing employment paperwork, including the completion of I-9’s and separations.

Preferred

Knowledge of academic personnel policies/procedures including the Academic

Personnel Manual (APM), Lecturers MOU and the CALL.

Can be trained

Skill to preparing dossiers and related documents; inputting personnel actions into UCPath; verifying accuracy of appointments in OPUS, preparing data summary forms, outside professional activity reports, and sabbatical/leave of absence reports.

Can be trained

Skill in utilizing web based and windows based programs including word processing (Word), spreadsheets (Excel), and databases (QDB). Ability to learn software applications quickly and proficiently.

Required

Additional Posting Information

Bargaining Unit:
99-Policy Covered

Application Deadline:
08-31-2022

External Posting Date: