Job description

With guidance from the Academic Personnel Manager and under operational supervision from the Assistant Dean of Physical Sciences, this role is responsible for the administration of the academic personnel review process, interpretation of complex University academic personnel policies, and execution and documentation of appointment and advancement actions, primarily for Unit 18 lecturers. Responsible for the following tasks: process appointments and renewals; notify department/dean of review process; report requirements in collaboration with the College Budget Office, keep current on policies pertaining to lecturers and take a lead role in informing divisional staff. Use paper records and electronic applications such as UCPath, OPUS, and UC Recruit to track, review, and reconcile employment data, and to prepare reports on the status of personnel actions. Advise department staff on the academic review process, and assist with the design and implementation of training and advisory workshops for academic personnel administrators. Train and mentor department coordinators on Unit 18 process. Incumbent also manages employee relations and labor relations matters pertaining to Unit 18 Lecturers, to include grievances, investigations, arbitration hearings and charges.

The Academic Personnel Analyst will also function as back-up for departmental coordinators especially in the case of vacancies or leaves. As such, the incumbent will analyze academic personnel dossiers and supporting materials for completeness and adherence to policy, move proposed actions to decision by the academic leadership, and communicate final disposition to the appropriate Deans. On behalf of the Office of the Deans, use paper records and electronic applications (OPUS, Interfolio, College Dossier, UCPath, and UC Recruit) to reconcile and submit final clearance for personnel employment actions, including initial appointments, hurdle step and merit advancement, summer ninths, leaves, administrative and research stipends, and range adjustments. Assist with other temporary academic titles and Ladder Faculty. Use UCPath system to review all types of academic personnel actions, such as merits, promotion, leaves, summer ninths, recall.

Percentage of Time:
100

Shift Start:
8:00 am

Shift End:
5:00 pm

Qualifications for Position

24
Records

Qualifications

Required/Preferred

1. Expert knowledge of Academic Personnel policies and procedures at the UC, UCLA, and College levels and working knowledge of College practices in academic dossier preparation.

Preferred

2. Working knowledge of College practices in academic dossier preparation.

Preferred

3. Working knowledge of federal, state, and University Information Practice regulations.

Required

4. Working knowledge of procedures for referral and redress of personnel grievance, disciplinary, and other due process matters.

Required

5. Working knowledge of University Payroll policies and procedures

Preferred

6. Working knowledge of University Accounting policies and procedures.

Preferred

7. General knowledge of University Benefits policies and procedures.

Preferred

8. General knowledge of Federal and University Visa/Immigration policies and procedures.

Preferred

9. Ability to use web-based documentation of official Academic Personnel policy and procedure, including the UC APM, UCLA CALL, and College Handbook.

Required

10. Working knowledge of OPUS, UC Recruit, and Interfolio.

Preferred

11. Ability to use UCPath and reference the UCLA AIS records system (notably EDB) and the College Finance Server (CFS) system.

Preferred

12. Ability to communicate orally and in writing clearly and effectively.

Required

13. Ability to use Microsoft office suite (Word, Excel, Access, Outlook) and web authoring software.

Required

14. Ability to work independently and to organize and oversee task completion of others with minimal direction or supervision.

Required

15. Ability to attend to detail and ensure accuracy of work with shifting workloads and frequent interruptions.

Required

16. Skill in interpreting, explaining, and applying complex academic personnel policies and procedures.

Required

17. Skill in assessing compliance of academic personnel materials and practices in conjunction with new or changing University policies and procedures.

Required

18. Skill in recognizing alternative courses of action and their implications for the interests of the faculty and administration.

Required

19. Skill in analyzing work activities and making informed recommendations about how to streamline or strengthen best practices.

Required

20. Ability to recognize when and how best to defer decisions to another level of authority within Academic Personnel administration or to other offices and officers of the University.

Required

21. Ability to maintain cooperative working relationships and broker agreements with other staff and faculty administrators at all levels, from departments to campus APO.

Required

22. Ability to exercise tact and discretion in matters of confidentiality. Ability to listen effectively and to deal with sensitive information.

Required

23. Thorough knowledge of Unit 18/AFT contract.

Preferred

24. Knowledge of state and federal laws government labor and employment.

Required

Additional Posting Information

Bargaining Unit:
99-Policy Covered

Application Deadline:
03-23-2023

External Posting Date:

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