Leave Administrative Assistant

Position Number: 40079350

Payroll Title: BLANK AST 3

Working Title: Leave Administrative Assistant

Job Code: 4722

Job Open Date: 2/18/2025

Application Review Begins: 3/5/2025

Department Code (Name): PERS (HUMAN RESOURCES)

Percentage of Time: 100%

Union Code (Name): CX

Employee Class (Appointment Type): Staff: Career

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $28.44 to $29.78/hr. 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 $28.44 to $40.76/hr.

Work Location: Student Affairs & Admin Svs - 3101

Working Days and Hours: M-F; 8-5pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid (Both UC & Non-UC locations)

Special Instructions:

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

Department Marketing Statement:

The Department of Human Resources is dedicated to providing exemplary customer service in support of teaching, research and the public service mission of UCSB. We are committed to forming strategic partnerships within the UCSB community that create a work environment designed to attract, develop and retain the best qualified people. The department has a staff of 30+ employees and is made up of the following units: Compensation and Classification, Employee Engagement, Employee and Labor Relations, Employee Services (academic and staff assistance program, leave administration, healthcare facilitation, work/life resources, workplace accommodations), Talent Acquisition/Training and Development, Workforce Administration, and HR office operations.

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.

Brief Summary of Job Duties:

The HR Leave Administration Assistant provides critical administrative support to the Leave and Disability Manager and the Leave of Absence Specialist. Assists in managing the intake of a large variety of leave requests by conducting preliminary analyses of each case and preparing cases for review by the specialist and/or manager. Applies knowledge of UC, federal and state eligibility requirements to prepare cases for review and utilizes a case management tool to enter data. Communicates with and advises departments on a variety of leave related policies and procedures. Serves as a liaison with Payroll and Timekeeping team and advises departments on proper leave-related timekeeping and payroll procedures. Enters all leave transactions into the payroll system. Keeps the HR Leave Administration webpage updated with current information. Provides Spanish translation when needed. Serves as a back-up to the LOA team as needed including but not limited to routine LOA questions, issuing leave designations and approvals. May also be required to handle intermittent leave requests during peak volume periods. Serves as the primary coordinator of catastrophic leave requests. May perform other clerical administrative tasks in support of the Employee Services unit.

Minimum Requirements:

• High school diploma or equivalent experience.
• 1-3 years of experience in office administration, customer service, and proficiency in Microsoft Office Suite and Google Workspace.
• Strong judgment, analytical, organizational, and problem-solving skills.
• Basic knowledge of employee benefits and ability to address routine inquiries.
• Excellent communication (verbal and written), active listening, and critical thinking skills.
• Ability to prioritize tasks, manage multiple assignments, and meet deadlines.
• Understanding of confidentiality (e.g., HIPAA).
• Proficiency in administrative procedures, word processing, spreadsheets, and database applications.

Special Conditions of Employment:

Satisfactory criminal history background check
UCSB is a Tobacco-Free environment

Misconduct Disclosure Requirement:

As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegation or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

• UC Sexual Violence and Sexual Harassment Policy
• UC Anti-Discrimination Policy
• Abusive Conduct in the Workplace
  

Job Functions and Percentages of Time:

90% Leave Administration - Provides critical administrative support for centralized Leave Administration. Assists in managing the intake of a large variety of leave requests by conducting preliminary analyses of each case and preparing cases for review by the specialist and/or manager. Utilizes a case management system to triage cases and assign them to the appropriate LOA employee. Refers cases to the Workplace Accommodations team as necessary. Alerts LOA team of high priority cases. Applies knowledge of UC, federal and state eligibility requirements to prepare cases for review and utilizes a case management tool to enter and track leaves. Monitors the status of employees on a leave of absence using the case management system. Generates communication to employees and their supervisors regarding status and compiles and updates leave requests with employee data for review as requested. Triages questions from departments and advises on general leave policy and procedures. Coordinates the Catastrophic Leave Donation Program by evaluating requests, processing donations into the payroll system, and tracking all donations. Responsible for communicating with donors and recipients regarding status. Handles program inquiries from depts./employees and provides guidance on policies and procedures. Coordinates with the Payroll department to ensure donations are processed correctly to ensure timely pay. Utilizes in-depth knowledge of our timekeeping system and rules to manage and review proper allocation of accruals. Generates and reviews various standard reports for errors and collaborates with the leave team and department for resolution. Utilizing a general understanding of leave policies, enters a high volume of leave of absence transactions into the payroll system, timely and correctly. Serves as a liaison with Payroll dept. and Kronos Timekeeping team and advises departments on proper leave-related timekeeping and payroll procedures. Serves as a back-up to the LOA team as needed including but not limited to routine LOA questions, issuing leave designations and approvals. Updates web content for Leave Administration. Participates in system upgrades as needed for Leave Administration.

10% HR Administrative Support - Provides administrative support to the Employee Services unit, including answering general questions regarding benefits and Employee Services programs. Manages miscellaneous filing and copying projects, schedules meetings, and reserves equipment and venues, while also preparing handouts and training materials. May be required to attend events or training to assist with setup and breakdown. Additionally, serves as a backup to the HR front office staff when necessary. Utilizes basic HR knowledge to address various Human Resources inquiries, such as navigating the employee self-service portal and job applicant tool. Offers Spanish translation services for employees seeking HR guidance. Other duties as assigned.

UC Vaccination Programs Policy

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

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:

UC Santa Barbara COVID-19 Information

University of California Policy on Vaccinations

* 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. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.
For the University of California's Affirmative Action Policy, please visit: https://policy.ucop.edu/doc/4010393/PPSM-20.
For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination.

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:

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'.