Expatriate Administration Manager jobs in Santa Barbara, CA

Position Information

Payroll Title: BLANK AST 3

Job Code: 4722

Job Open Date: 9/23/22

Application Review Begins: 10/10/22; open until filled

Department Code-Name: ICBT - Institute for Collaborative Biotechnologies

Percentage of Time: 100%

Collective Bargaining Unit (CBU): CX (Clerical)

Grade Type/Grade: PSS

FLSA Exemption Status: Non-Exempt

Work Location: BioEngineering Building (UCSB)

Pay Rate/Range: $24.61-$26.32/hr.

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

Benefits Eligibility: Full Benefits

Department Marketing Statement

The Institute for Collaborative Biotechnologies is a uniquely interdisciplinary, powerful alliance of Academia, Industry and the Government. Led by the University of California Santa Barbara, in collaboration with MIT, Caltech, the Federal Government, and Industry partners, the ICB transforms biological inspiration into technological innovation. Within this context, the financial unit is a fast-paced, dynamic environment that provides a broad set of services. Staff members take pride in providing high-quality service and creating a strong working relationship with our diverse clientele.

Benefits of Belonging

Brief Summary of Job Duties

Responsible for payroll, employment, travel, and related financial actions for the Institute for Collaborative Biotechnologies, under supervision of the Personnel Manager. Acts as liaison between campus central administrative offices (including Human Resources, Business and Financial Services, Graduate Division, Office for International Students and Scholars) and ICB personnel. Maintains working knowledge of University payroll policies and procedures and applicable university financial policies. Processes monthly and biweekly payroll transactions, and related leave reporting. Prepares travel, entertainment, and reimbursements. Processes purchasing and equipment requests. Resolves problems with transactions. #LI-KA1

Required Qualifications

• Demonstrated strong administrative, organizational, math, interpersonal, and written and oral communication skills.
• Ability to pay strict attention to detail and prioritize work to meet deadlines among competing demands with minimal errors.
• Demonstrated ability to learn and adapt to new policies, procedures, and requirements.
• Experience with word processing, spreadsheets, email, and other office productivity tools.
• Must be able to act with sound judgment, maintain strict confidentiality, and work well independently and as part of a team.

Preferred Qualifications

• Knowledge of academic, staff, and student employment processes and policies.
• Familiarity with UC collective bargaining agreements.
• Understanding of visa and immigration processes as they pertain to an academic environment.
• Experience with UC and/or UCSB systems such as UCPath, Connexxus, GradPoint, GUS or other shadow financial systems, UCSB Global system, Gateway (Sciquest). Experience with timekeeping systems (e.g., Kronos) and other databases.
• Knowledge of UC fund accounting policies and procedures.
• Knowledge of and/or experience with UCPath (PeopleSoft) or other payroll/personnel/human capital management systems a plus.

Special Conditions of Employment

• Satisfactory conviction history background check.

• Position is funded by federal contract/sub-contract and requires E-Verify check.

• UCSB is a Tobacco-Free environment.

Special Instructions

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

Job Functions/Percentage of Time/Duties

60% Payroll

Responsible for the accurate input of transactions into the campus payroll and personnel systems, and department shadow system. Processes new and continuing appointments for staff, academic, and student employment. Maintains and updates personnel information.

Processes monthly and biweekly payroll transactions, and resolves problems that arise. Reviews timecards and corrects hours worked, holiday pay, and leave takes as needed. Acts as timekeeper for employees who record hours worked and/or leave taken in the online timekeeping system.

Maintains various internal record-keeping systems (e.g., databases, spreadsheets, files) for ICB personnel. Tracks employee appointment, visa, and funding end dates. Alerts the Personnel Manager, Research Administration Analyst, and Principal Investigators (PIs) of approaching end dates. Extends or terminates appointments, as appropriate. Processes employee separations. Coordinates work study requests, including posting positions online and maintaining records of student hours worked. Responsible for graduate student fee remission tracking and data entry.

20% Travel, Entertainment & Reimbursements

Responsible for processing travel requests on ICB internal and extramural awards. Prepares all associated and required forms for domestic and international travel.

Ensures completion of travel vouchers, and that travelers are paid in a timely manner. Enters travel data into departmental financial database. Responsible for data integrity, review of open transactions, and problem-solving.

Processes petty cash, entertainment, membership, and Form 5 reimbursements. Obtains proper backup and checks allowability of expenses on funding source; responsible for ensuring funds are available to be spent prior to processing reimbursements and vouchers. Ensures that appropriate prior approval is received for all entertainment (or retroactive approval) as necessary.

Responsible for processing all cash advances and issuing reimbursement payments to researchers for subject pools. Responsible for the distribution of policies, practices, and procedures to researchers. Provides advice and training sessions when necessary. Checks that appropriate signatures and IRB approvals have been received prior to processing.

Uses a thorough working knowledge of University Policies and Procedures related to accounting, contracts and grants, materiel management, and insurance, as well as state and federal laws governing control of these expenditures.

15% Administrative Support

Acts as "first contact" for visitors to the ICB, directing them to the appropriate contact or desired information. Functions as front office receptionist. Picks up and distributes ICB mail, and fields phone calls to the department general line. Contacts Facilities and/or the Building Manager to arrange for office maintenance needs.

Prepares ICB supply orders, and maintains organization of the ICB supply cabinet. Responsible for submitting purchase requests on behalf of the ICB Directors and others, as assigned by the MSO.

Utilizes the BORIS system to submit work order tickets to Campus Communication Services for issues with the telephone service, and telephone equipment in the ICB Offices.

5% Back-up to Financial & Procurement Assistant

In the absence of the Financial & Procurement Assistant, or as workload requires, assists in the processing of purchase orders, shipping/receiving, and equipment inventory.

Pandemic Statement

The University of California is vigilantly monitoring and acting in accordance with all applicable public health directives related to COVID-19. As a condition of employment, you will be required to comply with the University of California SARS-CoV-2 (COVID-19) Vaccination Program Policy. All Covered Individuals under the policy must provide proof of Full Vaccination or, if applicable, submit a request for Exception (based on Medical Exemption, Disability, and/or Religious Objection) or Deferral (based on pregnancy) no later than the applicable deadline. New University of California employees must (a) provide proof of receiving at least one dose of a COVID-19 Vaccine no later than 14 calendar days after their first date of employment and provide proof of Full Vaccination no later than eight weeks after their first date of employment; or (b) if applicable, submit a request for Exception or Deferral no later than 14 calendar days after their first date of employment. (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
• UC SARS-CoV-2 (COVID -19) Vaccination Program Policy: https://policy.ucop.edu/doc/5000695/SARS-CoV-2_Covid-19

• Covered Individuals: A Covered Individual includes anyone designated as Personnel, Students, or Trainees 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

The University of California 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

The State of California Information Practices Act of 1977 (effective July 1978) requires the University to provide the following information to individuals who are asked to supply information about themselves: Application: The principal purpose for requesting information on the Application is for applicant-tracking purposes and to collect applicant contact information. Affirmative Action and Equal Employment Opportunity Data Form: Information furnished on this form is requested by UCSB's Affirmative Action Office. The University of California, Santa Barbara is a Federal contractor and, therefore, must comply with Affirmative Action regulations issued pursuant to Executive Order 11246, Federal Revised Order No. 4, Section 503 of the Rehabilitation Act of 1973 and Section 402 of the Vietnam Era Veterans Readjustment Assistance Act of 1974. Furnishing the information on this form is voluntary. There is no penalty for not completing this form. The offices responsible for maintaining the information supplied on this form are the UCSB Human Resources Office and the Affirmative Action Office.

GENERAL DATA PROTECTION REGULATION (GDPR) STATEMENT FOR PERSONS IN THE EUROPEAN ECONOMIC AREA: As part of our commitment to protecting your privacy, the General Data Protection Regulation (GDPR) Privacy Statement ("Privacy Statement") is designed to provide you, as a person in the European Economic Area, with information regarding the types of personal information that the University of California’s Human Resources departments and offices collect about you. The Privacy Statement can be found at: https://ucnet.universityofcalifornia.edu/gdpr.html.nformation supplied on this form are the UCSB Human Resources Office and the Affirmative Action Office.

Notice of Availability of the UCSB Annual Security Report

The University is committed to providing a safe and secure campus environment for our students, faculty, staff, and visitors. In accordance with the "Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act" (Clery Act), UCSB publishes an Annual Security Report to provide information regarding campus safety and security policies, crime statistics, and resources to current and prospective students and employees. This report includes statistics for the previous three years concerning crimes reported to Campus Security Authorities (CSAs) that occurred on campus, in certain off-campus buildings or property, and on public property adjacent to and accessible from campus. The report also includes campus policies concerning crime prevention, crime reporting, alcohol and drug use, sexual and interpersonal violence, student discipline, and other matters. To access the Annual Security Report, visit www.police.ucsb.edu/asr. A copy of this report may also be requested by contacting the UCSB Police Department (call 805-893-3446 or visit 574 Public Safety Bldg., Santa Barbara, CA 93106 during business hours). To learn more about the Clery Act and CSA duties and reporting requirements, please visit www.police.ucsb.edu/clery-act.