Personnel Coordinator

ACAD HR ANL 2 (007714)

UCPath Position ID: 40093323

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

703963

Approved Date:

11/14/2025 1:55:57 PM

Date Last Edited:

11/14/2025 1:55:54 PM

Last Action Effective Date:

3/17/2022

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE

Division Code:

1350D

Division:

L&S SOCIAL SCIENCES

Department:

119000 - POLITICAL SCIENCE

Position Details

UCPath Position Number:

40093323

Position Description ID

164955

UC Payroll Title:

ACAD HR ANL 2 (007714)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 20

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

41025675

Reports to Payroll Title:

ACAD HR ANALYST 3

UCPath Department Head Position Number:

40050424

Department Head Payroll Title:

#N/A

GENERAL DIRECTION - Indicates that the incumbent receives guidance in terms of broad goals and overall objectives and is responsible for establishing the methods to attain them. Generally the incumbent is in charge of an area of work, and typically formulates policy for this area but does not necessarily have final authority for approving policy.

POSITION SUMMARY

The Personnel Coordinator, under the direction of the Personnel Manager, is responsible for processing personnel and payroll actions for academic apprentice personnel, temporary faculty, ladder faculty, and staff personnel. Responsible for graduate and undergraduate student employment. Major duties include: bi-weekly and monthly payroll and personnel transactions utilizing UCPath (UC Payroll, Academic Personnel, Timekeeping and Human Resources), and TRS (Time Reporting System), process UPAYs, follow up on discrepancies to adhere to all University personnel and payroll policies and procedures, and applicable labor contracts. Analyze monthly payroll and personnel reports utilizing QDB to resolve issues in those reports for students and temporary faculty. Utilize TRS to manage and review all timesheets for submittal. Work with DCISS (Dashew Center for International Students and Scholars) to process INS paperwork for hiring non-residents.The Personnel Coordinator is solely responsible for processing graduate student fee deferrals, fee remissions, and determining and processing exceptions to fee remissions. Independently prepare documentation for appointment, hiring and merit increases for temporary faculty, visiting scholars, and postdoctoral scholars. Compile required documents for timely submission and to meet published deadlines. For Lecturers, follow review procedures in accordance with the Non-Senate Instructional Unit-18 labor union agreement. Initial Lecturer appraisals and track quarters employed. Prepare, calculate and monitor the department's summer ninths for Faculty.  Serve as point person to staff, students, temp faculty and postdoctoral scholars in regards to benefits eligibility and policy. Assist on an as needed basis with dossier preparation for ladder faculty.This position requires excellent communication skills, the ability to interact tactfully and diplomatically with faculty, students and staff, as well as, the ability to independently follow through on instructions and complete employment transactions in a timely manner. Work as a team with departmental staff. Diplomatically interact with Graduate Division, College APO, Campus Human Resources, Payroll Office, Benefits Office, and other university professionals. Maintain confidentiality regarding sensitive personnel and payroll information. Must be able to maintain a regular schedule.

Political Science is the study of how humans relate to one another and the systems of power and institutions of rule we construct in order to arrange our collective lives. These institutions can be formal like electoral systems, or international courts, or the various branches of governmental power; but they can also be informal and include the cultural practices of diverse ethnic groups, the public contestation of beliefs and values, and everyday forms of collective participation ranging from sporting activities, to political activism, to digital networking and beyond. What these diverse expressions of political activity share is an acknowledgment of the fact that we are many and that in order for the many to live peacefully with one another we must innovate ways to negotiate forms of power. The UCLA Department of Political Science has expertise in every important aspect of political life, both domestic and international.  In the 1950s, UCLA experts developed the cold war doctrine of deterrence.  Since the 1970s, UCLA has led the development of understanding of political change and economic development in the nations of Europe, Africa, Latin America, and Asia. More recently, UCLA pioneered the study of Race and Ethnicity in US politics, in developing countries, and in political thought. Our department was an early leader in the application of statistics and game theory to the study of politics. Other current areas of strength include the study of corruption, inequality, the consequences of oil wealth, the politics of trade, political theories of representation, U.S. campaigns and party politics, and design-based inference. Scholars in all of these fields regularly publish in top academic journals, consult with governments and businesses, write in local and national newspapers and blogs, and regularly appear on television and radio to offer expertise for public circulation. We are committed to increasing our understandings of politics.

Academic Apprentice Personnel

1. Coordinate employment actions with department Graduate Advisor and Financial Services. (E) 2. Initiate employment process for academic apprentice personnel on a quarterly basis. (E) 3. Ensure accuracy of UCPath coding for entire employment process, in particular benefits coding. (E) 4. Process changes in appointment status and employment termination. (E) 5. Collect, verify accuracy, and record academic apprentice personnel timesheets in the on-line Payroll Time Reporting System. (E)

40%

Student Employment Services

1. Coordinate employment actions with Faculty member and Financial Services. (E) 2. Initiate employment process for students. (E) 3. Ensure accuracy of UCPath coding for entire employment process, in particular benefits coding. (E) 4. Process changes in appointment status and employment termination. (E) 5. Collect, verify accuracy, and record students timesheets in the on-line Payroll Time Reporting System. (E) 6. Correct employee TRS data, as necessary. (E) 7. Monitor time records to ensure that hours worked don't exceed University or contractual agreements for student employment or student status could be jeopardized. (E) 8. Maintain accurate records of all transactions to ensure accuracy and complete documentation to support departmental expense. (E) 9. Compile data/run reports on student employment actions for use by faculty members and department administration. (E) 10. In conjunction with the Office of International Students and Scholars and Payroll carefully comply with visa regulations mandated by the INS, when necessary. (E) 12. Serve as liaison between UCPC and other administrative offices and the department administration on issues that impact the employment of student personnel. (E)

30%

Faculty Personnel Services

1. Preparation of appointment dossiers for all Lecturers, Visiting Professors, Postdocs and Scholars. (E) 2. Initiate employment process (UCPath) for Lecturers, Visiting Professors (including Summer Sessions faculty) throughout the academic year. (E) 3. Ensure accuracy of UCPath entries for entire employment process, in particular benefits coding. (E) 4. Process changes in appointment status and employment termination. (E) 5. Process employee data for all Summer Sessions faculty ensuring that stipend amount is paid accurately and in a timely manner. (E) 6. Process Summer Ninths for faculty, ensuring payments are within University policy & procedures and appropriate funding is confirmed. 7. Coordinate employment actions and provide supporting documentation of payroll expense. (E) 8. Knowledge of employment and benefits information to inform all employees aware of all events/changes related to their employment. (E)

20%

Staff Personnel Services

1. Process department's new employees or update employees with the on-line UCPath system (new hire actions, benefit changes, paycheck distribution, collection of citizenship and other documentation). (E) 2. Track appointment end dates, merit review dates, Staffing List input for supervisor. (E) 3. Collect, verify accuracy, and record staff timesheet information on TRS. (E) 4. Correct TRS data as necessary. (E) 5. Maintain inventory of employment-related forms. (E) 6. Other tasks as assigned for department support. (M)

10%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Bachelor's Degree

In related area and / or equivalent experience / training

Required

Excellent organizational, prioritization and multi-tasking skills to work efficiently and effectively with frequent interruptions, including the ability to effectively organize and maintain accurate and confidential filing systems.

Required

Skill in performing detailed work with a high degree of accuracy. Skill in analyzing information, problem solving, proposing alternatives and implementing workable solutions.

Required

Interpersonal and customer service skills to establish and maintain cooperative, congenial working relationships. Oral and written communication skills to collect and relate information with diplomacy and accuracy by phone, in person and via email, using appropriate vocabulary and grammar.

Required

Experience in university payroll and related accounting policies/procedures with ability to update skill set as policies/procedures change.

Required

Experience in processing university payroll utilizing on-line systems including OASIS, UCPath and TRS for processing new hires, summer ninths, summer sessions, one-time payments and multi-location payments.

Preferred

Skill in working independently and collaboratively as a member of a team. Ability to maintain strict confidentiality for sensitive information.

Required

Ability to foresee and prevent problems and the initiative to suggest solutions to problems as they arise and to discern when action of a higher level is needed.

Required

Working knowledge of University policies and procedures in relation to Human resources (hiring, benefits, separations, vacation accruals, etc.); Knowledge of benefits policies/procedures with ability to counsel employees regarding coverage, options and eligibility, as well as on-line resources.

Required

Skill in verifying appropriate title codes, salary scales, percent of appointments and fund sources.

Required

Skill in monitoring and recording vacation accruals for researchers and postdocs with ability to counsel faculty supervisors on policies/procedures.

Preferred

Knowledge of personnel policies/procedures related to processing employment paperwork, including the completion of I-9's and separations. Knowledge of academic personnel policies/procedures including the Academic Personnel Manual (APM), Lecturers MOU and the CALL.

Preferred

Skill to preparing dossiers and related documents; inputting personnel actions into UCPath; verifying accuracy of appointments in OPUS, preparing data summary forms, outside professional activity reports, and sabbatical/leave of absence reports. Skill in utilizing web based and windows programs.

Preferred

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF 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.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

4289 Bunche Hall

Standing/Walking

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical Skills

X

X

Mental demands other

X

X

Other Mental Requirements

If "Mental demands other" was selected above, please explain:

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.