Human Resources Generalist, Domestic and Global HR

Payroll Title:Human Resources Generalist 2

Job Code:007595

Job Open Date: 9/13/24

Application Review Begins: 10/4/24; open until filled

Department Code (Name):EAPQ (Education Abroad Program Loc Q)

Percentage of Time:100%

Union Code (Name):99 (Non-Represented)

Employee Class (Appointment Type):Staff (Career)

FLSA Status:Non-Exempt

Classified Indicator Description (Personnel Program):PSS

Salary Grade:Grade 20

Pay Rate/Range:The budgeted salary range that the University reasonably expects to pay for this position is $30.56 to $33.53/hour. 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 $30.56 to $53.45/hour.

Work Location:UCEAP

Working Days and Hours: Schedule to be arranged within UCEAP's core business hours. Additional hours occasionally may be requested for special projects and high-volume cycles.

Benefits Eligibility:Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable:Hybrid (Both UC & Non-UC locations). Type of work arrangement eligibility: Hybrid. On-site presence will be required for leadership and staff meetings, delegation visits, training sessions, etc.

Special Instructions:

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

Department Marketing Statement:

Through international academic experiences, the University of California Education Abroad Program (UCEAP) inspires students to explore and transform their lives, UC, and the world. Since 1962, UCEAP has served as the UC systemwide study abroad program. In support of this mission, it has served over 100,000 students across all ten UC campuses and over 30,000 international exchange students. UCEAP is committed to promoting excellence through diversity, equity, and inclusiveness. Recognizing that diversity is integral to the University's achievement of academic excellence, UCEAP upholds the principle of equal opportunity for all, adheres to the University of California Diversity statement, and strives to create an environment that is welcoming for all. UCEAP typically has over 6,000 student participants annually, is active in over 40 countries worldwide, and welcomes about 1,500 Reciprocity students annually to the University of California. Sustained by strong academic excellence, spirited faculty collaboration, and an interrelated support system, UCEAP produces future global citizens and thought leaders. uceap.universityofcalifornia.edu

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 University of California Education Abroad Program (UCEAP) is a UC systemwide program, serving all UC campuses, and currently provides an extensive portfolio of study abroad programs in over 40 countries at over 120 universities and institutions. In-country support is provided through a variety of structures including a network of nine UCEAP managed UC registered entities, branches, and tax-registered locations as well as approximately five employment partnerships and third parties engaging more than 30 local nationals in approximately 15 countries. This complex organizational structure requires human resources compliance with UC policies, US state and federal regulations, and global laws and regulations. Reporting to UCEAP's Human Resources Director and working closely with the Associate Director, Global Human Resources, the Human Resources Generalist completes various administrative duties, conducts research and analysis of moderate scope, and provides transactional and recordkeeping, support for the UCEAP domestic and global Human Resources unit.

Required Qualifications:

• Bachelor's degree in a related area and three or more years of relevant, professional experience, or equivalent combination of education, training, and relevant experience.

• Analytical and problem assessment skills to proactively identify issues, conduct analyses and/or troubleshoot issues, develop recommendations, and implement resolution as assigned.

• Sound judgment and ability to interpret and escalate issues regarding policies and regulations.

• Strong organizational and problem-solving skills with the ability to establish effective workload priorities and meet deadlines.

• Ability to analyze problems, gather information, and synthesize data of varying types and complexity with strong attention to detail.

• Familiarity with human resources concepts and practices.

• Demonstrated proficiency with common computer programs such as MS Office Suite including Word, PowerPoint, Outlook (mail and calendaring) and Excel, Adobe for document creation, management, and reporting; ability to navigate SharePoint for file sharing and organization.

• Ability to work across multiple data systems simultaneously to gather and synthesize data on reports and documents.

• Ability to timely attain mastery of the technology necessary and required for assigned duties of the position.

• Strong organizational skills to create and maintain reports and records with a high degree of accuracy and efficiency.

• Sound judgment and proficiency in ability to use discretion, maintain data privacy, and maintain all security and confidentiality with sensitive and personally identifiable information (PII).

• Judgment and ability to prioritize multiple projects, seeking guidance, as necessary.

• Excellent time management and independent task tracking, monitoring, and completion skills.

• Proficient in meeting timelines and deadlines for a variety of ongoing tasks and projects.

• Excellent verbal and written communication skills.

• Ability to work efficiently and productively as an individual contributor, and collaboratively as a team member in the unit.

• Demonstrated meticulous attention to detail to achieve and maintain an advanced level of accuracy in data management and work products.

Preferred Qualifications:

• Working knowledge of human resources concepts and practices.

• Knowledge of global human resources.

• Familiarity with university or similar complex organizational policies and practices.

• Experience with an HRIS or similar information management system.

• Working knowledge of and/or experience with timekeeping concepts, requirements, and applied practices.

Special Conditions of Employment:

• The UCEAP Systemwide Office is located in Goleta, CA (near the UCSB campus). Type of work arrangement eligibility: Hybrid. On-site presence will be required for leadership and staff meetings, delegation visits, training sessions, etc. The University is unable to pay or reimburse expenses prohibited by University policy, including travel expenses associated with commuting to the designated office.

• Satisfactory conviction history background check

• UCSB is a Tobacco-Free environment

Job Functions and Percentages of Time:

40% UCEAP Human Resources - Using multiple, UC and UCEAP enterprise data and records systems, collects, and organizes, data and documents for reporting and compliance. Facilitates completion of personnel paperwork, such as job descriptions, performance evaluations, training completion reports, telecommuting/flexible work agreements, and related documents. Tracks probationary periods and annual performance evaluation completion. Organizes and maintains paper and electronic records, including personnel files, in accordance with UC retention policies and applicable regulations for multiple countries. Assists with a variety of internal audits; completes gap analyses, makes recommendations for compliance action plans, and implements approved plans. May assist with follow-up communications for outstanding items. Assists with records and document management systems implementation and projects. May monitor job description actions; maintains job descriptions in UCEAP digital personnel files. May complete other human resources research projects related to compensation, UC pay scales, gathering non-UC job description samples, and deriving metrics from various data reports.

15% Recruitment Support - Facilitates the full scope of recruitment activities for domestic and international staff talent acquisition and serves as a resource to hiring managers and search committees regarding recruitment policies, procedures, and practices. Using an online recruiting platform, prepares job postings and works with hiring managers to source candidates. Prepares search documents, such as minimum qualification reviews, redacted applications, and reformatting/updating selection rubrics. Assists with candidate screening and coordinates a variety of selection committee activities. Responsible for interview scheduling and candidate communications. Sends appropriate disposition notification to applicants, through the system or by email, upon close of search. Consults with the Human Resources Director or Associate Director, Global Human Resources, as appropriate.

15% Timekeeping and Payroll Support for Global Human Resources - Administers global time reporting for international employees by applying a variety of concepts in accordance with timekeeping regulations for multiple countries. Develops timekeeping tools and updates various timecards for local national employees in approximately seven countries. Responds to international employee inquiries or escalates as appropriate.

10% Staff Onboarding, Job Changes, and Offboarding Implementation - Initiates and/or monitors completion of staff onboarding, job changes, and offboarding workflow. Upon written confirmation of offer acceptance, completes background check and other pre-hire documents in collaboration with local hiring manager as required. Initiates workflow in the onboarding system as soon as possible to ensure timely notification to IT, Administrative Services, and the UCEAP payroll support specialist as needed. Creates digital personnel file and ensures necessary documents are filed. Schedules first-day meetings, as needed. Enters data in the appropriate system and files documents, as necessary. Facilitates staff flexible/remote work agreements, including initiating, tracking, and record-keeping. Calculates and tracks probationary period dates, as applicable, and notifies supervisor. Completes notification workflow for job changes and leaves of absence, as needed. Upon notification of a staff separation initiates notifications to IT, Administrative Services, and supervisor. Moves personnel file to inactive files and flags for retention tracking, as application. Sends additional notifications, as necessary.

5% Transactions, Reporting, and Analysis - Responsible for creating, updating, and terminating employee profiles and other human resources transactions within a UC enterprise Human Resources Management System (HRMS) system, and a standalone global human resources information system (HRIS). Participates in testing and implementation of system upgrades and functionality enhancements. Ensures data integrity and confidentiality. Pulls and/or prepares data reports and analyses on a regular basis or an ad hoc basis as assigned by the Human Resources Director.

15% Cross-Training, Backup Duties and Special Projects - Serves as backup for the UCEAP Human Resources team members during absences. This includes cross-training and formal backup and overflow duties, including new employee onboarding, and flexible/remote work agreements. Completes training courses as needed/assigned for completion of job duties and effective use of technology. Documents procedures and develops/maintains desk manuals. Provides backup for the Human Resources Management System (UC Path), Personnel, and Timekeeping Transactions. Receives training and updates from the HR Payroll Specialist, maintains working knowledge, and serves as backup initiator for faculty and staff transactions in the UC Path human resources management system. These transactions may include employment data changes, position control requests, new hires, reclassification, compensation changes, transfers (inter-departmental and inter-campus), ERIT reductions, separations, and assigned data management record-keeping projects. Provides backup for the Kronos Departmental Timekeeping Manager. Receives training and updates from the HR Payroll Specialist for the bi-weekly and monthly timekeeping processes for staff and academic personnel. Serves in the absence of the HR Payroll Specialist and completes overflow work or special projects. As assigned completes duties such as: monitoring timekeeping entries in the Kronos enterprise system; alerting employees and supervisors of errors and coordinating timely corrections and approvals; reviewing Kronos entries and data for accuracy in preparation for uploads; monitoring notifications of employee accrual balances that are nearing maximum. Other duties and special projects as assigned.

UC Vaccination Programs Policy:

As a condition of employment, you will be required to comply with the University of CaliforniaPolicyon Vaccinations 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, please visit:

* UC Santa Barbara COVID-19 Information - https://www.ucsb.edu/COVID-19-information
* University of California Policy on Vaccinations - With Interim Revisions - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

*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.

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