#100406 HR and General Administrative Assistant

UCSD Layoff from Career Appointment: Apply by 7/15/19 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 7/24/19. Eligible Special Selection clients should contact their Disability Counselor for assistance.

UC San Diego employees will have priority consideration for this position. Recruiters will begin to refer qualified internal applicants after the first 7 days of the job posting. Qualified external applicants may be referred to the hiring department, if a qualified pool of internal candidates is not identified and upon the request of the hiring manager.


Reporting to the AVC of Advancement Services and under the work direction of the Executive Assistant to the AVC, the incumbent will be responsible for all payroll and timekeeping functions for monthly and biweekly employees (staff and students). Ensure complete and accurate processing of online payroll to meet deadlines and to comply with UC policies and procedures. Monitor and track student work-study award usage, notifying supervisors and departments as balances are exhausted. Resolve any timekeeping/pay discrepancies in a timely manner. The incumbent will respond to all inquiries involving payroll including time reporting, vacation and sick leave accruals, pay rates, final leave balances, and any questions or concerns about pay checks. Submit leave balance adjustments and special check requests as needed.

The incumbent will provide Human Resources administrative support including: scheduling interviews, generating application materials, assisting in processing separations, and creating, collecting, and completing personnel documents, forms and spreadsheets. The incumbent will verify service credit, confirm overtime elections, and send out a variety of communications to employees. In addition, provide general administrative support to the unit directors including meeting scheduling, correspondence, expense processing and purchases and assist with various gift processing administrative duties as assigned.

  • Must be able and willing to schedule time off around payroll deadlines and pay dates.
  • Demonstrated experience in payroll/timekeeping administration and proven ability to process payroll in a timely and accurate manner.

  • Demonstrated math skills and principles to perform calculations for payroll and timekeeping related functions.

  • Proven knowledge of federal and state (California) Wage and Hour Laws.

  • Demonstrated experience providing HR administrative support.

  • Proven experience with online payroll/personnel/HR information systems.

  • Demonstrated knowledge of internal control standards, with proven analytical ability to recognize discrepancies and errors and take corrective action.

  • Proven knowledge of and skill in using various computer software and database systems (e.g., Microsoft Word, Excel, PowerPoint, Outlook, etc.). Proven ability to create and manipulate spreadsheets for tracking and reporting purposes.

  • Demonstrated experience accurately drafting communications to a wide variety of audiences. Strong attention to grammar, punctuation and spelling.

  • Demonstrated experience and skill in establishing and maintaining detailed record keeping systems.

  • Proven ability to maintain strict confidentiality. Demonstrated experience in utilizing good judgment and discretion when working with a variety of sensitive issues or highly confidential information. Effective problem solving and decision making skills.

  • Strong verbal and written communication skills. Excellent interpersonal skills to interact effectively with diverse populations, personalities, and groups, including diplomacy, tact and flexibility. Demonstrated ability to provide excellent customer service.

  • Strong organizational, time management, and prioritization skills. Demonstrated ability to handle shifting priorities, work well under pressure, and follow multiple tasks through to completion. Strong attention to detail.

  • Job offer is contingent upon satisfactory clearance based on Background Check results.

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