Administrative Assistant

Position Number: 40075739

Payroll Title: BLANK AST 2

Job Code: 4723

Job Open Date: 6/13/2025

Application Review Begins: 7/1/2025

Department Code (Name): Campus Dining - UCFS

Percentage of Time: 50%

Union Code (Name): CX - Clerical/Admin

Employee Class (Appointment Type): Staff: Career

FLSA Status: Non-xempt

Salary Grade: N/A

Hiring/Budgeted Hourly Range: The budgeted hourly range that the University reasonably expects to pay for this position is $24.59/hr - $28.56/hr.

Work Location: University Center, 1180

Working Days and Hours: Monday-Friday; 9:00am-1:00pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: N/A

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

Department Marketing Statement:
Housing, Dining & Auxiliary Enterprises houses 10,000 students, faculty and family residents on campus, provides support services for 9,300 students residing in the communities adjacent to the campus, serves 21,000 customers daily in its retail and board dining programs, manages the UCSB Campus Store and University Center, hosts 150,000 guests annually for conferences and meetings, manages a major events center (Events Center), and oversees the administration of transportation, parking and fleet services. Additional responsibilities in the HDAE portfolio include Administrative & Residential Information Technology (ARIT) and The Club & Guest House. HDAE employs 600 full-time employees and 1,800 student employees. HDAE maintains a physical plant of more than 3 million square feet of buildings and 250 acres of grounds and landscaping.

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:
The Administrative Assistant performs all student functions related to hiring, payroll, and personnel actions for over 400 student employees. Duties include processing bi-weekly payroll, corrections and changes to payroll, and separations in the payroll system (UCPath). Utilizes the timekeeping system (Kronos) to review, maintain, and troubleshoot timecard issues for payroll processing. Provides administrative support as needed to the Supervisor.

Required Qualifications

Education:

• High School Diploma or equivalent combination of education and experience

Work Experience:

• 1-3 years experience working in an office environment and demonstrated ability to use standard computer systems including email, Microsoft Word and Excel
• Demonstrated ability to multitask and prioritize effectively
• Experience with effective communication and strong interpersonal skills to communicate effectively, verbally and in writing
• Or equivalent combination of education and experience

Special Conditions of Employment:

• Work hours/days may vary.
• 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:

Payroll & Timekeeping - 50%

• Supports the administrative unit by processing payroll and timekeeping for over 400 student employees.
• Performs student employee data entries in UCPath (hiring/rehiring, transfers, terminations, short work breaks,etc).
• Processes payroll changes, as they relate to bi-weekly payroll.
• Processes pay rate changes in UCPath, as they relate to student positions (promotions).
• Processes student transfers due to operational needs, work study status, and more.
• Reviews shared students for biweekly payroll processing and ensures that proper timekeeping is being conducted.
• Processes student employee separations, including UCPath transactions, and conducts final pay processing, if applicable.
• Enters unit schedules into the timekeeping system (Kronos) for 400 students.
• Verifies student hours in the timekeeping system for job code, length of shift, breaks, etc., and updates student managers with missed daily punches for corrections at their unit, on an ongoing daily/weekly basis.
• Conducts holiday pay calculations for students, and updates Kronos accordingly.
• Runs various payroll/timekeeping reports on a bi-weekly basis, including work study and more.
• Checks timekeeping reports for accuracy of hours for eleven units.
• Establishes and maintains a collaborative working relationship with accounting personnel and other campus departments.
• Communicates in various methods, including verbally and in writing, with Managers and Student Managers regarding student personnel actions, including hires, promotions, transfers, unit separations from student position/job, and related topics.

Personnel Administration - 40%

• In coordination with the administrative unit, and with oversight from the Supervisor, processes employment actions of 400 students, with a high volume of actions at the beginning of each quarter and end of the quarter.
• Processes I-9 Tracker actions for student employment and re-verification.
• Helps maintain employee database information daily/weekly in centralized spreadsheets, tracking employment status, tracking UCPath status, tracking shared students, tracking unapproved timecards, maintaining student hiring calendar/schedule, and more.
• Maintains student employee personnel files according to University policies and procedures.
• Communicates in various methods, including verbally and in writing, with students regarding employment actions or payroll topics that arise, and escalate issues to the Supervisor.

Administrative Support - 10%

• Provides administrative support to the Supervisor.
• Meets timelines effectively and knows how to manage several competing projects and tasks.
• Employs problem-solving skills in assessing, responding, or directing the needs of others, with oversight from the Supervisor.
• Displays a sense of teamwork. Works in a collaborative manner with the dining team to complete assigned 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 - With Interim Revisions - 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.

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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'.