Academic Personnel Analyst

ACAD HR ANL 2 (007714)

UCPath Position ID: 40097691

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1109034

Approved Date:

10/16/2025 9:24:20 PM

Date Last Edited:

10/16/2025 9:24:16 PM

Last Action Effective Date:

4/21/2023

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE

Division Code:

1350D

Division:

L&S SOCIAL SCIENCES

Department:

110000 - ECONOMICS

Position Details

UCPath Position Number:

40097691

Position Description ID

165834

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:

40059884

Reports to Payroll Title:

ACAD HR ANL 3

UCPath Department Head Position Number:

40047957

Department Head Payroll Title:

ADMIN MGR 1

GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines.

POSITION SUMMARY

Under the direction of the Academic Personnel Manager, the Personnel Analyst is responsible for providing employment, personnel service and human resources to approximately 100 academic apprentice and undergraduate student personnel as well as 15 to 20 visiting academic titles, adjunct and lecturers in the Department of Economics. Incumbent uses appropriate processes to accomplish personnel actions including new hires, appointments, promotions and time reporting, completing any necessary paperwork and entering the data into University payroll systems. Incumbent also serves as a liaison with the benefits office for these employees, provides assistance with securing visas for visitors and serves as preparer, reviewer and back up for all Departmental personnel and payroll actions. Incumbent is also responsible for coordinating the development of the annual temporary teaching budget and then auditing those costs, which include adjunct, lecturers, teaching assistants, readers, temporary faculty appointments, providing quarterly budget reports to the CAO. They are also responsible for graduate student researcher appointments and tracking those expenses as well. This is a highly visible position that requires sensitivity, knowledge of University personnel policies and procedures, University payroll systems, and organizational skills to balance create, adjust and maintain the departments' personnel services systems.

UCLA’s Economics Department has two interlocking objectives. We conduct cutting edge research by developing new methodologies and applying them to understand society’s most critical issues. We also seek to train the next generation of economic leaders in the private sector, government and academia.

UCLA is one of the top-ranked economics departments in the world. We have a young and active faculty whose research is shaping policy and informing the public on critical issues affecting the United States and the world. Our work covers a diversity of topics such as the origins and persistence of the Great Depression and its lessons for today’s economy, the relationship between education and health outcomes, cartels and antitrust policy, the economics of health care, and the impact of immigration on labor markets. Many of our faculty have received special recognition for their body of research by election to prestigious institutions such as the National Academy of Science, the American Academy of Arts & Sciences, and the Econometric Society, or have received such celebrated awards such as the Guggenheim and Sloan Fellowships.

Our undergraduates are equally impressive. They are among the brightest students on campus and consistently go on to find success in the job market and in graduate school. We have approximately 3300 majors at any one time making us the largest among major economics departments across the country and the largest major on campus. Our students come from over 60 countries around the world yet the majority call California their home. Many of our students are the first in their families to attend college and we are proud of them and their accomplishments.

Our Alumni play important roles in business, entertainment, and academia. We are proud that many maintain strong ties with UCLA and with the Economics department. Our students attend business schools, law school, medical schools, and graduate schools in a variety of disciplines.

Academic Personnel and Payroll Administration

1. Process and complete all initial hire, re-hire, appointment and advancement paperwork for all graduate student, adjunct, visiting, lecturer, academic coordinator appointments.  2.Initiate appropriate and proper action with regard to obtaining proper visas, for visiting appointments, providing follow-up to ensure process is advanced to timely completion.  3. Utilizing University payroll systems, accurately and timely perform all transactions required to reflect personnel and payroll actions, including hiring, appointments, advancement, merits, time reporting, summer salaries, terminations, leaves, etc.  4. Establish and maintain all employee files (paper as well as electronic) in accordance to University policies and procedures.  5. Develop and recommend guidelines, checklists, comprehensive project management system for academic personnel actions to ensure accuracy, effectiveness, clarity, and adherence to University regulations and protocol.  6. Notify employees about their eligibility for review and request/compile materials necessary for the review process.  7. Coordinate and expedite the personnel action review process, including identifying, assembling all required materials, preparing and circulating them for review.  8. Ensure that all aspects of the academic review process are proceeding in a timely and coordinated fashion to meet College and APO deadlines.  9. Prepare in final form committees' recommendations regarding personnel actions if needed.  10. Collaborate with staff team members, central office for graduate student hiring, and payroll deadlines.  11. Advise department on payroll, classification, and all other benefits matters  12. Other duties, as assigned. 

70%

Human Resources Services

1. Establish and maintain a user-friendly services delivery system for academic and graduate student personnel services.  2. Develop and conduct orientations for new employees.  3. Maintain Centralized employment records (both current and past) for all employees and create, as needed, databases to track recruitment, employment, promotions, time reporting, funding sources, etc.  4. Maintain excellent communications and relations with all campus entities (CHR, Academic Personnel, Graduate Division, Payroll, Path Center, Dashew) to facilitate the efficient handling and management of personnel actions between the Economics Department and these entities.  5. Develop schedules and timelines to ensure that personnel actions are undertaken and completed in a timely and efficient manner.  6. Serve as preparer, mandatory reviewer for all personnel/payroll actions.  7. Report complaints about any misconduct to CAO for investigation and further review.  8. Serve as benefits liaison to employees, answering questions and processing any requested changes, leaves of absences, etc. in accordance with University policies and procedures.  9. Serve as a resource to others in the department who process personnel actions in regards to procedures, policies, union rules, benefits, etc. 

20%

Fund Management

1. In coordination with CAO and Assistant to the Chair, develop temporary teaching budget, which include teaching assistants, readers, adjuncts, lecturers and temporary faculty appointments. 2.              Audit temporary teaching budget and providing quarterly reports to the CAO.  3. Coordinate Graduate Student Researcher payroll with fund management staff to insure appropriate allocation of time and to ensure expense does not overrun funds available. 

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

2 years

professional experience in human resources, academic personnel administration, or payroll, preferably within a higher education or public sector environment.

Preferred

Clear and effective communication skills, both oral and written, to convey accurate and timely information across all levels of the organization

Required

Demonstrated discretion, tact, and sensitivity in handling confidential and sensitive personnel information

Required

Strong interpersonal skills to establish and maintain cooperative working relationships in a diverse academic environment

Required

Ability to remain professional, composed, and effective in the face of resistance, indifference, or competing demands

Required

Proven ability to work independently, prioritize multiple assignments, and meet deadlines under shifting workloads and interruptions

Required

Analytical skills to assess complex information, identify issues, and implement effective solutions

Required

Strong organizational and project management skills with consistent attention to detail and accuracy

Required

Knowledge of personnel policies, procedures, and practices in a higher education setting, including payroll and benefits administration

Required

Ability to interpret and apply University policies, academic personnel procedures, collective bargaining agreements, and employment regulations

Required

Proficiency with computer applications and HR/payroll systems, including Microsoft Office Suite, databases, and online personnel platforms

Required

Skill in composing, editing, proofreading, and correcting reports, correspondence, and official documents with proper grammar and style

Required

Commitment to professionalism, reliability, and adherence to departmental standards and expectations

Required

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.

Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Bunche Hall

Standing/Walking

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

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

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

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.