Position Summary
Under the direction of the Manager Service Officer (MSO) for the Materials Science and Engineering Department, oversee end to end payroll processing for monthly and biweekly cycles using UCPath, TRS, I-9 Tracker, E-Verify, Glacier, and other administrative systems. Ensure accurate and timely completion of all payroll transactions and maintain compliance with university policies and audit requirements. Serve as the primary contact for time reporting, reconcile reports, resolve payroll discrepancies, and ensure payroll expenses are correctly allocated to sponsored research accounts. Coordinate all visa processing (J-1, H-1B) and onboarding. Act as a liaison to employees and supervisors, providing guidance on payroll policies, personnel procedures, benefits, and sensitive HR matters. Assist with the fund management team on effort reporting, payroll and financial analysis, reconciliations, corrections, salary cost transfers, and budget projections. Provide administrative support to the MSO and participate in special projects as assigned. Demonstrate strong organizational and prioritization skills to manage shifting workloads, deadlines, and competing demands.
Salary & Compensation
*UCLA provides a full pay range. Actual salary offers consider factors, including budget, prior experience, skills, knowledge, abilities, education, licensure and certifications, and other business considerations. Salary offers at the top of the range are not common. Visit UC Benefit package to discover benefits that start on day one, and UC Total Compensation Estimator to calculate the total compensation value with benefits.
Qualifications
Minimum of two years of professional experience in HR administration (Preferred) Advanced knowledge of UC payroll, personnel, and academic appointment policies and procedures, including Staff, AFSCME, and Academic Apprentice appointments, and the ability to independently interpret and apply policy. (Preferred)Demonstrated expertise in UCPath and related HR/payroll systems, including Opus, Interfolio, Academic Recruit, PeopleAdmin, iCIMS, JDXpert, Tracker I-9, and TRS, with responsibility for ensuring data accuracy and compliance. (Preferred)Working knowledge of university financial systems and data tools, including PPP, Financial Web Reports, CDW Data Warehouse, QDB, and ERS, used to support financial oversight, reporting, and decision-making. (Preferred)Advanced proficiency in business and data management software, including Microsoft Office (Excel, Word, Access, PowerPoint) and Google Workspace, to produce complex analyses, reports, and management-ready documentation. (Preferred)Advanced analytical and spreadsheet skills to independently reconcile payroll and financial data, identify discrepancies, assess financial impact, and recommend corrective actions. (Preferred)Strong mathematical and accounting skills to manage payroll calculations, leave accruals, fund allocations, and expenditure reconciliations, and to advise management on budgetary and payroll implications. (Required)Ability to analyze complex data from multiple sources, synthesize findings, and prepare accurate, comprehensive reports to support operational planning and management decisions. (Required)Demonstrated ability to exercise independent judgment and discretion in setting work priorities, managing competing deadlines, and resolving payroll, personnel, and financial issues under conditions of fluctuating workload. (Required)Ability to function independently with minimal supervision, including managing ongoing responsibilities, carrying out special projects, and ensuring timely follow-through to completion. (Required)Strong advisory and communication skills, including the ability to explain complex payroll, personnel, and financial policies to faculty, staff, students, and leadership in a clear and professional manner. (Required)Advanced interpersonal and consultative skills to work effectively with faculty, PIs, managers, and campus partners on sensitive and confidential matters, including issue resolution and policy interpretation. (Required)Demonstrated ability to oversee and coordinate administrative and financial activities, including monitoring compliance, identifying process improvements, and serving as a resource to departmental leadership on payroll and financial operations. (Required)
Education, Licenses, Certifications & Personal Affiliations
Bachelor's Degree In related area and / or equivalent combination of education and experience (Required)
Special Conditions for Employment
Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.
Schedule
Monday thru Friday; 8am to 5pm
Union/Policy Covered
99-Policy Covered
Complete Position Description
https://universityofcalifornia.marketpayjobs.com/ShowJob.aspx?EntityID=38&JDName=Administrative%20Officer%202%20CX%20(41147793)
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University of California - Los Angeles (UCLA)
USD $32.20/Hr. - USD $51.36/Hr.
Dec 16, 2025