Academic Personnel Analyst

ACAD HR ANL 2 (007714)

UCPath Position ID: 40113009

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1001342

Approved Date:

12/17/2025 11:46:57 AM

Date Last Edited:

12/17/2025 11:46:55 AM

Last Action Effective Date:

3/6/2024

Organization Details

Business Unit (Location):

LACMP

Organization Code:

2100O

Organization:

DENTISTRY

Division Code:

2110D

Division:

CLINICAL

Department:

135000 - DENTISTRY

Position Details

UCPath Position Number:

40113009

Position Description ID

165421

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:

40814784

Reports to Payroll Title:

ACAD HR SUPV 2

UCPath Department Head Position Number:

40053903

Department Head Payroll Title:

PROF-HCOMP

SUPERVISION - Indicates that the incumbent performs a variety of routine duties within established policies and procedures or by referral to the supervisor’s guidelines.

POSITION SUMMARY

The UCLA School of Dentistry (SOD) is seeking a resourceful, organized, and service-oriented individual to serve as our Academic Personnel Analyst. This position provides critical support to the School's academic personnel processes and oversees five primary areas of responsibility:

1. Academic Personnel Administration

Serve as a point person for academic personnel actions, including hiring, appointments, advancements, reappointments, merits, promotions, and separations.

2. Administrative Support

Manage a variety of administrative functions, including processing without-salary faculty applications, generating certificates of insurance, overseeing parking coordination, and providing general support to the Academic Personnel Office.

3. Payroll & Personnel Processing

Process payroll and personnel actions for academic employees, including onboarding, vacation reporting, leaves administration and other administrative matters related to new hires and/or existing academic employees.

4. Academic Recruitment Coordination

Guide faculty and search committees through the recruitment process for open academic positions.

5. Credentialing & Compliance

Keep track of required training and credentialing for academic appointees, ensuring academic appointees complete all applicable training requirements and reporting non-compliance for such trainings.

Serving as a key resource for faculty and leadership, this position plays an essential role in supporting the academic functions of the School of Dentistry.

ACADEMIC PERSONNEL ADMINISTRATION

1. Serve as primary contact for all personnel actions and administrative requirements for Residents.

2. Responsible for processing hiring forms and payroll for the ~21 residency/postgraduate programs. Coordinate with the School Program Coordinator & Visa Advisor each fiscal year regarding ~80 incoming residents. As requested, work with the house staff office; proactively transmit information regarding trainees to ensure timely access to the facility.

3. Coordinate separation for ~80 outgoing residents each fiscal year.

4. Process hire forms, payroll, merit increases, and promotions for Academic Administrators, Postdocs, Project Scientists, and without salary Volunteer faculty.

5. Oversee faculty recall appointments and renewals.

6. Assess eligibility for ~26 postdoctoral scholars based on the Union Contract and Graduate Division policies. Work closely with School Program Coordinator & Visa Advisor, Division/Section administrators, P.I.'s, School Finance Office, and Graduate Division to ensure proper appointment and visa forms are processed for ~10 initial appointments, ~16 reappointments, and ~5 early separations each year. Ensure payments are appropriate. Act as liaison for Postdoctoral Scholars for insurance purposes.

7. Ensure accuracy of directories, distribution lists, and personnel databases.

8. Other duties as assigned.

30%

ADMINISTRATIVE DUTIES

1. Work with Medical Center Risk Management and Insurance & Risk Management to secure proof of malpractice liability and general liability certificates for faculty dentists. Key in requests and forward certificates to requesting faculty. Enter new and renewal requests each fiscal year.

2. Prepare dossiers for without-salary and volunteer faculty appointments for committee review; maintain committee records and votes.

3. Point person for academic appointees' ID access/Mednet account and work with Facilities & Planning Supervisor, and Security Office to resolve issues.

4. Support Sr. Admin Analyst & Director on academic actions and follow-up tasks.

5. Process LVOs, PO's, and faculty relocation reimbursements.

6. Oversee the annual and quarterly parking allotment for academic employees.

7. Coordinate with Program Coordinator and Visa Advisor on visa actions..

8. Maintain UCLA/SOD faculty online directories, update records, and send files off-site for storage.

9. Order supplies and maintain equipment.

25%

PAYROLL & EMPLOYEE PROCESSING DUTIES

1. Coordinate new hire onboarding: I-9 verification, Bruin Logon, ID badge, Mednet account, parking, and payroll setup (including GLACIER).

2. DTA (Department Time Administrator) for TRS (Time Reporting System): Oversee the vacation and sick leave accrual process for all academic employees (~110) on a monthly basis.

3. Facilitate leaves of absence and maintain documentation (Family Care and Medical Leave, Pregnancy Disability Leave, Personal Leave, Administrative Leave, Military Leave, etc.)

4. Process expense transfers and special pay (awards, etc.), funding updates, and Terminal Vacation Pay (TVP).

5. Collect and process monthly CE rosters (~15 payouts).

6. Assist with annual SQAMD Survey for the school.

20%

ACADEMIC RECRUITMENT COORDINATOR

1. Administer and coordinate faculty recruitment by serving as the primary resource to the Associate Dean, Search Committee Chairs & Members, and Division/Section administrative staff with regards to:

a. Verification of recruitment compliance.

b. Determining proper completion of all authorization and reports in UCLA Recruit (~8 recruitments simultaneously throughout the year).

c. Monitoring, recording, transmitting and maintaining files.

d. Overseeing ad placements in various journals and websites; ensuring postings are current.

e. Ensuring that applications are directed to the Academic Personnel Office via UCLA Recruit.

2. Obtain proper authorization(s) for POs, LVOs, and for ad placement.

15%

CREDENTIALING COORDINATOR DUTIES

1. Manage database and follow up on all campus and licensure training requirements (CPR, HIPAA, sexual harassment, ethics, etc) for academic appointees

2. Maintain internal dental license database for over ~75 full-time, ~185 part-time, and ~400 volunteer faculty by checking each month with the Dental Board of California's licensing website. Follow up with each individual when license is within 30 days of expiring.

3. Track communications with Dental Board of California regarding licensure/special permits for academic appointees and report deficiencies to the Director and Associate Dean.

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

Proficiency in Microsoft Word, Excel, and Access, with the ability to create, edit, and manage documents and databases; ability to quickly learn new software programs.

Required

Ability to interpret, recall, and apply policies and procedures, and recognize when specific situations require escalation or consultation.

Required

Strong analytical and organizational skills, including the ability to track information, manage timelines, and prioritize workload effectively.

Required

Excellent written communication skills, including drafting grammatically correct business correspondence and proofreading for accuracy.

Required

Clear and professional verbal communication skills, with the ability to interact diplomatically with faculty, staff, and individuals from central units.

Required

Demonstrate ability to work independently, follow through on assignments, and exercise sound judgment with minimal supervision.

Required

Ability to maintain strict confidentiality and handle sensitive personnel matters appropriately.

Required

Demonstrate mathematical and data-analysis skills, including accuracy in computations and attention to detail.

Required

Knowledge of University payroll and personnel processes, including UCPath and the I-9 Tracker system.

Preferred

Demonstrate knowledge of the UCLA Academic Recruit system.

Preferred

Experience using survey software, such as Qualtrics, including designing and distributing surveys.

Preferred

Demonstrate knowledge of the UCLA COGNOS CDW (Campus Data Warehouse).

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.

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

COVID and Flu Vaccinations: The position is subject to providing evidence of inoculation.

CANRA: The position is designated as a mandatory reporter under CANRA. The employee must sign the "Statement Acknowledging Requirement to Report Child Abuse".

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

School of Dentistry

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

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.