Academic Human Resources Analyst 2

ACAD HR ANL 2 (007714)

UCPath Position ID: TBD_940606

Position Description History/Status

Approved Date:

1/15/2026 11:42:16 AM

Date Last Edited:

1/15/2026 11:42:12 AM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE

Division Code:

1311D

Division:

L&S UNDERGRADUATE EDUCATION

Department:

052000 - UNDERGRADUATE EDUCATION ADMINISTRATION

Position Details

UCPath Position Number:

TBD_940606

Position Description ID

246983

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:

40063461

Reports to Payroll Title:

HR SUPV 2

UCPath Department Head Position Number:

40053429

Department Head Payroll Title:

ADMIN MGR 2

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 Learning-Aligned Employment Program (LAEP) offers eligible students at public colleges and universities the opportunity to earn money to help defray their educational costs while gaining education-aligned, career-related employment. LAEP allows a participating student placement in an educationally beneficial position that relates to the student's area of study, career objective, or the exploration of career objectives. The program includes and emphasizes positions for students with employers that are capable of providing them with full-time employment opportunities after graduation, or opportunities to connect with other employers that are capable of providing them with full-time employment opportunities after graduation, within their areas of study.

The HR Generalist is responsible for consulting with UCLA campus partners, (financial aid and scholarships, career center, Undergraduate Research Center, and faculty participants across campus and in all disciplines) on HR functions such as workforce planning and employment, employee and labor relations, leaves of absences, HRIS and biweekly and monthly payroll. The HR Generalist will provide guidance on policy/procedure interpretation, establishment of appropriate procedures to accommodate the launch of the LAEP program, and in following HR best practices to employees in designated classifications, as well as supervisors, and managers. This requires the ability to partner with leaders and colleagues at various levels across several centralized offices as well as faculty located outside of the College of Letters and Sciences.  

The Division of Undergraduate Education serves as the campus-wide advocate for undergraduate education, providing leadership to achieve the highest quality of teaching and learning; it also promotes academic success for UCLA’s diverse undergraduate population, ensuring options for all students to engage in a challenging array of educational opportunities, from foundational general education courses to advanced research and honors projects.

Human Resource Management

Employment:

A1. Manage new hire/rehire, leaves of absence, and separation for staff, academic, ASE, and student workers appointments. (E)

A2. Provide data analysis to UCLA Financial Aid and UCLA Career Center in all areas concerning LAEP HR. (E)

A3. Manage on-boarding process to ensure complete and accurate processing of all required forms, establish Glacier records for non-resident employees, fingerprinting/background checks, and FLSA mismatches. These programs hire a large volume of people each year. (E)

A4. Audit all HR related transactions processed in the department to ensure compliance with academic, staff and academic apprentice policies and procedures.

A5. As part of off-boarding process, advise employees and provide appropriate information concerning COBRA, unemployment insurance, retirement plans, final payouts, etc.

Employee and Labor Relations:

A6. Advise managers and employees regarding the proper channels for dispute resolution. Recommend and effect resolutions concerning complex employee relations matters including grievances, layoffs, dismissals, and other separations. (E)

A7. Remain current on changes in bargaining unit contracts, policy and procedure changes, legal updates to in order to advise staff. (E)

A8. Communicate HR and Payroll related policies, announcements, and concerns department wide. (E)

Compensation and Benefits:

A9. Manage promotions and reclassification of staff.(E )

A10.Provide first-line counseling concerning University benefit plans, leaves of absence and workers compensation. Advise employees about available resources and confer with College HR, CHR and labor relations to resolve problems and complex issues. (E)

A11. Oversee work study program. Work with managers to develop and submit job descriptions, referrals, and reports. Monitor student worker funding balances on the Financial Aid website. (E)

50%

Payroll Management and Administration

B1 . Prepare and submit all phases of biweekly and monthly payroll for all staff in LAEP. This includes processing and reviewing UCPath transactions, review and maintenance of time reporting records in accordance with University policy. (E)

B2. Analyze data in the Time Reporting System (TRS) to ensure it is compliant with federal, state law and/or the appropriate University Policy or bargaining unit contract.

B3. Identify HR trends seen in payroll data, assess and formulate resolutions, recommendations, to advise leadership (E)

B4. Reconcile biweekly and monthly payroll transactions for all units, taking corrective actions when necessary. (E)

B5. Utilize CDW Personnel Reports to ensure employee job data is compliant with University policies, current payroll practices, etc. (E)

B6. Act as backup for other HR Generalists, helping to manage the stipend and tuition remission process for ASEs via Go Grad Fellow Ship Award Transmittal. (E)

20%

Manage and Lead All Academic Personnel Actions

C1. Manage the academic personnel process for the Unit 18 series, Academic Administrator series, Academic Coordinator series, Joint and Split Appointment requests for the Faculty titles within 7 departments.

C2. Create and maintain database that tracks eligibility for Merits, Promotions, reappointments for the Unit 18 series, Academic Administrator series, and Academic Coordinator series.

C3. Interpret the Unit 18 Lecturer MOU and APM to provide guidance to Chairs/Directors regarding the policies governing the Unit 18 titles, Academic Administrator series, and Academic Coordinator series.

C4. Initiate dossier process and submit all Appointments, Merits, Promotions, and reappointments for Unit 18 series, Academic Administrator series, and Academic Coordinator series using UC Recruit, OPUS, and Interfolio systems in a timely manner to the Dean’s Office.

C5. Use UCPath to accomplish all academic personnel transactions (i.e. Initial Appointments, Merits, Promotions, recalls, additional compensation, retroactive payment requests).

C6. Serve as academic personnel representative for academic employees and answer general questions regarding the contract, policies and procedures governing the specific titles.

C7. Serve as department representative for all academic employees regarding leaves (i.e. FMLA, Leave of Absence, Jury Duty, etc.).

C8. Serve as department liaison between departments and campus AAPO and Labor Relations.

C9. Inform Directors/Chairs regarding important updates and information regarding the Unit 18 series, Academic Administrator series, and Academic Coordinator series.

20%

Other Administrative Tasks

C1. Special projects, including analysis and reporting, for HR Manager when needed. (E)

C2. Manage personnel files according to HR best practices and University, state and federal requirements. (E)

C3. Initiate and participate in the development of systems and procedures for a variety of administrative functions at unit and divisional level. (E)

C4. Assist other HR Generalist with summer programs during LAEP's downtime.

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 or equivalent experience / training.

Required

Experience using the UCPath (PeopleSoft), Payroll Time Reporting (TRS) systems, and other online systems (JDXpert,iCIMS, Jasmine, GoGrad, CDW, Document Direct).

Required

Functional knowledge of word processing, spreadsheet, and database software (i.e. Word, Excel, and Access).

Required

Demonstrated proficiency performing standard payroll operations including auditing, timekeeping documents, computing and preparing payroll and reconciling payroll ledgers.

Required

Working knowledge of University Work-Study Programs including policies and procedures and ability to recruit, hire, train, supervise and evaluate student staff.

Preferred

Skill in analyzing problems and the ability to formulate effective solutions.

Required

Working knowledge of the Fair Labor Standards Act (FLSA) and the differences in reporting time between exempt and non-exempt employees.

Required

Ability to analyze a complex set of data and make recommendations based on this analysis.

Required

Working knowledge of OPUS and Interfolio.

Preferred

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

Required

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

Required

Ability to maintain cooperative working relationships with other staff and faculty administrators at all levels, from units to campus AAPO.

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.

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:

Murphy 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

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.