Personnel And Payroll Coordinator

Irvine, Orange County
Feb 11, 2014
Department: Civil & Environmental Engineering
Req No.: 2013-1089
Location: UCI Campus - Irvine

Job Summary

This recruitment has been re-opened for further recruitment. Previous applicants need not re-apply to be considered.


This position is only available to current UCI employees.


Under supervision of the Department MSO, the incumbent has primary responsibility for the coordination of all senate, non-senate, staff, undergraduate and graduate personnel actions, all department payroll, TRS and PPS entry, and provides administrative support to the Department's Affiliates Program. The incumbent also provides general administrative and back-up support to the Graduate Coordinator, administrative support to the Department MSO, and conducts special projects as needed.


Salary: Hourly $20.31- $26.50

Work Schedule: 8-5, M-F

Career Position.

Final candidate subject to background check.

As a federal contractor, UC Irvine is required to use E-Verify to confirm the work status of individuals assigned to perform substantial work under certain federal contracts/subcontracts.

Please attach your resume.


Click here to see the Civil & Environmental Engr website.


View Job Description for the position requirements. 

Job Description
Job Essential Function 1
Percent of Time: 40%
Staff Personnel:
Provides analytical support and administrative coordination to include entries and updates in PPS and EDB of all career/limited staff, and undergraduate student new hire, separations and department transfers.  As directed by Department MSO and Dean's Office Staff Personnel Manager, performs PPS and EDB updates involving, leaves of absence, transfers, layoffs, and other personnel actions.
Analyzes personnel issues, researches options by consulting with Department MSO and Dean's Office, and provides policy and procedure interpretation.  
Consults with Department MSO and Dean's Office when providing advice to represented staff supervisors regarding pending actions in accordance with a Union contract.
Provides assistance as needed to aid staff in resolving benefits issues.
Creates appropriate cover sheets and ensures all staff personnel file documents are prepared and forwarded to EROS for scanning into employee's online personnel file in a timely manner.
Academic Personnel:  
Under the direction of the Department MSO, Chair, Faculty, manages all aspects of Senate and Non-Senate academic personnel actions including PPS and EDB entries and updates for merits, promotions, initial appointments.  
Submits and updates all senate and non-senate academic recruitments in RECRUIT and utilizes data gathered to complete initial appointment file in accordance with Academic Personnel and OEOD requirements.
Creates and/or reviews all recruitment, appointment, merit, promotion or change of series documents to ensure that actions and supporting materials submitted to Academic Personnel for approval are accurate, appropriate and compliant with University requirements.  Submits, updates and tracks information with in the REVIEW program for all senate merit and promotion actions.  
In conjunction with Dean's Office Director of Personnel evaluates time at title and step for all merits, promotions, and change of series.
Serves as Department's liaison with the International Center in issues relating to non-citizen appointment and visa applications.  Works with International Center staff to assist international appointees in obtaining the appropriate visa documents to support appointments.  Audits monthly reports on visa expiration dates and independently initiates extensions or changes where appropriate.
Provides assistance as needed to aid senate and non-senate faculty, and postdoctoral scholars in resolving benefits issues.
Maintains confidential personnel files for academic employees in accordance with the Information Act and other regulations.
In coordination with Department MSO, HSSoE TEC Analyst, Principal Investigators, and other departments, inputs Graduate Student appointments, distributions and fellowships in the EDB as directed in a timely manner to ensure tuition and fees are paid on time.  Serves as department's liaison with Graduate Division on matters relating to employment, funding and appointments.
Reviews Engineering Student Database for information necessary to employ or provide support as requested and approved by P.I. and HSSoE TEC Analyst.
Assists with coordinating the quarterly selection of Lecturers, Teaching Assistants and Readers.  Works with Student Affairs Coordinator to recruit as necessary.  Initiates employment offer letters and provides information and hiring documents as required in accordance with all governmental and UC policies and procedures.
Job Essential Function 2
Percent of Time: 35%
Serves as Departmental Time Administrator (DTA) for the online Time Reporting System (TRS) and payroll coordinator for PPS.  Independently manages bi-weekly and monthly time reporting submission while ensuring time is reported and approved accurately and correctly by employee and supervisor in accordance with payroll deadlines.  
Prepares and inputs all late time, additional pay and time reduction transactions in PPS.
Updates leave accrual codes according to service credit.  Provides information to employee, PI/faculty and Department Administrator regarding leave balances when requested, and at the time of employee termination or transfer.  
Ensures appropriate and timely processing of separations in EDB.  Verifies that all appropriate separation documentation is completed and signed by employee including final TRS submission.  Accurately calculates and submits final pay including vacation accrual balance (TRM).
Creates and review DTA Reports through TRS after payroll run to ensure correct time reporting.
As requested by the HSSoE TEC Business Center, submits EDB retroactive fund changes to support Payroll Transfers (UPAY) submitted by the TEC Analyst responsible for account/fund management.
Submits fund changes in EDB as requested by Department MSO, or HSSoE TEC Analyst.  Alert requesting authority of any possible timing conflicts of fund change request and Payroll/TRS deadlines that could result in non-payment of salary to employee.
On an as needed basis, provides specialized reports as assigned by the Department MSO and Chair.
Job Essential Function 3
Percent of Time: 15%
Serves as the point of contact for the Department's Affiliates Program.  Attends all meetings, assists in the determination of action items, takes and distributes meeting minutes, and researches all necessary action items for the Affiliates President and/or Department Chair.  Coordinates sub-committee meetings as directed by Chair or MSO, takes and distributes meeting minutes, and serves as administrative contact for the sub-committees.  As directed, attends and coordinates events hosted by the Affiliates such as Bi-Annual Alumni Event, Annual-Golf Event, Field trips, etc.
Assists in organizing Affiliate events, including reserving meeting space, hotel selection, meals/catering arrangements, parking arrangements, audio/visual coordination, invitations and RSVPs.
Maintains a database of all current Affiliate members and their level of participation.  Develops new layouts as needed and generates and/or supervises the generation of letters and invitations.  Supervises the mailing of comprehensive Affiliate information to potential members.  With a thorough understanding of the Department's and Affiliate's future directions and goals, researches and develops draft documents as needed.
Serves as membership/gift coordinator for the Affiliate's Program.  Duties include - preparing and sending annual membership invoices, gift acceptance forms and thank you letters; collecting and depositing all membership and gift checks received.
Coordinates all details for monthly and quarterly meetings.  Prepares agendas and event materials as directed, including registration materials (sign-in sheets, name tags, etc.), event flyers, attendance reports, surveys, proceedings, notebooks, and programs.  Prepares invitations, mailing list updates, and coordinates event registration with attendees.  Publicizes events through various channels.  Works with the University Club or other locations to ensure that all event details are covered.  Coordinates with speakers to confirm participation and ensure that all necessary information has been provided.  Responsible for on-site registration and general event support.
Tracks and reconciles all Affiliate expenditures to the general ledger.  Maintains historical financial documents, correspondence, photos, minutes, emeritus scholarship awards, quarterly meeting agendas, and other relevant information.
Job Essential Function 4
Percent of Time: 10%
Assists with general department functions when guests, groups or other events require additional staff support.
Provides general administrative support and back-up for the graduate coordinator, administrative support to the MSO, and conducts special projects as needed.
Assists all department faculty, staff, students in the absence of the MSO with all department business needs and requests.  Takes initiative as assigned by the department MSO and Chair.
Working knowledge of University software and online programs including the following:  Microsoft Office (Word, Excel, Power Point), Adobe Acrobat, Firefox, Recruit, Data Warehouse, PPS/EDB, (Time Reporting System) TRS, RECRUIT and REVIEW.
Experience with coordinating and managing international scholar appointments including submitting required visa documentations and materials to the UCI International Center.
Take initiative to enroll in UCI courses to improve, maintain or enhance skills necessary to fulfill the responsibilities of the position.
Extensive knowledge of University policies and procedures regarding academic/staff personnel and payroll.
Ability to maintain confidentiality, tact and discretion in carrying out all responsibilities associated with the position.  
Interpersonal skills to establish and maintain effective working relationships with faculty, administrative, research and technical staff and students.
Demonstrated organizational skills and ability to prioritize assignments when faced with heavy workload, deadlines, and compelling requests for services.
Strong organizational skills to track and report on progress of assignments as requested
3-5 years experience working with college business systems.  Undergraduate degree in business administration or equivalent education and experience.
Below are general guidelines on the position's physical, mental, and environmental working conditions.
In accordance with applicable state and federal law, UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at (949) 824-5210.
Bend: Occasionally
Squat: Occasionally
Crawl: Not Applicable
Climb: Not Applicable
Kneel: Occasionally
Handle Objects: Frequently
Push/Pull: Occasionally
Reach Above Shoulder Level: Occasionally
Sit: Constantly
Stand: Frequently
Walk: Frequently
Use Fine Finger Movements: Constantly
Carry/Lift Loads up to 25 Pounds: Occasionally
Carry/Lift loads between 25-50 lbs: Not Applicable
Carry/Lift Loads over 50 Pounds: Not Applicable
Read/Comprehend: Constantly
Write: Constantly
Perform Calculations: Constantly
Communicate Orally: Constantly
Reason and Analyze: Constantly
Chemical/Biological Agent: Not Applicable
Construction Activities: Not Applicable
Contact with Water/Liquids: Occasionally
Drive Motorized Equipment: Occasionally
Confined Spaces: Not Applicable
Elevated Work Location: Occasionally
Radioactive Materials: Not Applicable
Temperature Variations: Occasionally
Gas System: Not Applicable