HR Assistant

Job Code: 004722

Job Open Date: 01/22/2024

Application Review Begins: 02/06/2024; open until filled

Department Code (Name): LIBR (Library)

Percentage of Time: 100%

Union Code (Name): CX (Clerical)

Employee Class (Appointment Type): 2-Staff (Career)

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Hiring/Budgeted Hourly Range: $27.29 - $29.18/hr.

Full Salary Range: 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 $27.29 - $39.12/hr. The budgeted salary range that the University reasonably expects to pay for this position is $27.29 - $29.18/hr.

Work Location: Davidson Library

Working Days and Hours: Monday - Friday; 8:00am - 5:00pm

Benefits Eligibility: Full Benefits

Special Instructions

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

Brief Summary of Job Duties

Under general supervision of the Human Resources Director, provides administrative support for the Library Human Resources (LHR) Department. Provides administrative and analytical services to library departments, which requires initiative, diplomacy, independent judgment, attention to detail, and timely response to clientele. Responsible for student employment activities. Assists with recruitment, screening, and placement processes for a large volume of employees including scheduling interviews, reserving rooms, and managing recruitments documents for search committees. Assists with UC policy interpretation. Serves as the Library's Kronos timekeeping expert. Processes payroll. Monitors/reconciles general assistance allocations and expenditures, and prepares budget reports. Researches, analyzes, develops, and implements policies and procedures pertaining to the Library's student employees. Provides assistance with employee training and development. Maintains the LHR web pages.

Job Functions and Percentages of Time:

Student Employment (40%): Administers the Student Assistant Employment program for Library Human Resources including recruitment, employment, on-boarding, counseling, timekeeping, evaluation, merit awards, off-boarding and all personnel actions, data tracking and statistical records. Supports and counsels Student Applicants, Student Workers, and Student Supervisors with employment matters. Engages Students and Supervisors via electronic communication, in-person trainings, and advisory groups. Uses discretion to escalate sensitive employment matters to the HR Director, and seeks support when needed. Works to continuously improve the Library’s Student Employment Program. Keeps abreast of student workforce trends on campus and at the Library, as well as campus resources for students. Proactively coordinates with other campus departments like the Career Center, CAPS, Work Study office, etc. to understand resources, and policy changes and communicate those to students and supervisors. Works with hiring managers and others to improve the candidate pool through advertising, hiring fairs and other strategies. Administers and maintains all work study records and processes. Monitors and reconciles departmental general assistance (GA) budget allocations and expenditures and prepares budget reports as it relates to Work Study.

HR Administration (50%): Provides coordinated administrative support for the Library Human Resource Team. Triages questions from walk-ins in the HR office. Assists the HR Director and HR Officer with Academic and Staff Recruitment processes. This includes detailed communication with candidates and search committees, updating systems, drafting and publishing interview materials and announcements, coordinating and scheduling interviews. Provides coordinated in-person support to ensure that interviews run smoothly, this includes greeting and escorting candidates, giving tours, and setting up for lunches and presentations. Maintains electronic and hardcopy personnel documents and personnel files in accordance with HR best practices and University retention policy. Responsible for daily filing and overall maintenance of HR filing systems. Maintains Library Human Resources online content by keeping links current and updating materials as assigned. Drafts HR slides for Monthly all-library meetings. Maintains online staff directories and coordinates photo sessions. Runs regular employment reports, manages spreadsheets and other tracking mechanisms. Maintains retiree data, retiree gifts, and other retiree tasks as assigned. Administers and maintains Flexible Work Agreements, documents and records for the Library. Responsible for distributing twice-daily D-List emails to all staff, and escalating confidential managerial D-List emails to the HR Director. Places requests for office supplies on behalf of the HR team. Supports the HR team with other administrative tasks and projects as assigned.

Timekeeping & Payroll Processing (5%): Responsible for Student Assistant timecards and other timecards as assigned. Sends payroll and timecard reminders, answers inquiries and resolves payroll discrepancies. Audits timecards in Kronos for accuracy in reported hours. Configures Kronos profiles and timecards for new employees. Coordinates time reporting with other campus departments to ensure accurate calculations for employees with multiple appointments. Works with employees and other departments to prevent exceeding the maximum hours that can be worked. Advises supervisors on policies and procedures for maintaining timecards. Inputs shift differential data and calculates holiday pay for student employees.

Miscellaneous (5%): Effectively anticipates and performs multiple support tasks, recognizes and solves problems, and facilitates a wide variety of requests for assistance. Participates on task-specific teams or leads special projects as assigned. Participates on Library and campus committees as appropriate

Required Qualifications

• High school diploma or GED.
• 1-3 years of administrative experience.
• 1-3 years of customer service experience.

Preferred Qualifications

• 1-3 Human Resources experience.
• 1 year of work experience in an academic environment.

Special Conditions of Employment

• Satisfactory conviction history background check
• UCSB is a Tobacco-Free environment

Department Marketing Statement

The Library Human Resources office is responsible for recruitments, employee relations, benefits, training, and development.

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 and why You Belong at UC.

UC Vaccination Programs Policy – With Interim Revisions

As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs – With Interim Revisions. *

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 Amendments https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy
• Note: The Policy on Vaccination Programs – With Interim Revisions was updated effective August 16, 2023. A systemwide review of this policy will take place in Fall 2023 with an expected issuance/effective date in early 2024.

** 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 Opportunity/Affirmative Action Statement

UC Santa Barbara is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by 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 and Notice of Availability of the UCSB Annual Security 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'.