Academic Personnel Analyst

ACAD HR ANL 2 CX (005390)

UCPath Position ID: 40723203

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1124711

Approved Date:

6/5/2026 7:29:14 PM

Date Last Edited:

6/5/2026 7:29:10 PM

Last Action Effective Date:

12/1/2022

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1120O

Organization:

EDUCATION & INFO STUDIES               

Division Code:

1121D

Division:

EDUCATION & INFO STUDIES DIV           

Department:

028800 - DEAN, GSE&IS

Position Details

UCPath Position Number:

40723203

Position Description ID

166563

UC Payroll Title:

ACAD HR ANL 2 CX (005390)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

CX: Clerical & Allied Services

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:

40044501

Reports to Payroll Title:

ACAD HR SUPV 2

UCPath Department Head Position Number:

41051550

Department Head Payroll Title:

HR 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 general direction of the HR & AP Director and the Senior Director of Personnel & Operations, the Academic Personnel Analyst is responsible for supporting personnel and payroll functions for the School of Education and Information Studies's academic employees, including Professors, Adjunct Professors, Academic Administrators/Coordinators, Academic Researchers and Project Scientists, Adjunct Instructors, and visiting academic titles. Ed&IS is comprised of two academic departments, 2 large research centers, 15-20 smaller research initiatives, 3 infant through 12th grade schools (Consortium of Schools), and two partnership schools external to UCLA. The AP Analyst supports and transacts all HR and payroll functions for the academic employees of the school. This includes recruitment, appointment, on-boarding, subsequent personnel actions, and payroll processing. As needed, the AP Analyst will collaborate with internal and external departmental offices - such as Academic Personnel Office (APO), and Dashew Center to obtain appointment information and authorization/approval on actions. The AP Analyst ensures the accurate and timely processing of payments and other personnel actions to comply with campus policy and federal employment regulations. The incumbent collaborates with Ed&IS Managers and Professional Staff in Human Resources, Fund Management, and the Business Office to ensure that the proper funding is being utilized, when applicable. This includes being responsible for maintaining accurate and current personnel information; assisting in the development and implementation of administrative and operational process and procedures to improve efficiency and productivity; developing departmental resources and trainings; and creating internal staffing reports for various uses. Additional duties include academic personnel/payroll data analysis and processing, faculty recruitment management, academic personnel administration, and managing visiting academic appointments. The incumbent must be able to interpret policy, take initiative, make good judgement, and independently prioritizes work while maintaining confidentiality.

SE&IS is comprised of two academic departments, 16 research centers, several faculty research projects, three infant-12 grade schools, and two partnership schools external to UCLA. The Deans Department at the UCLA School of Education and Information Studies (Ed&IS) serves as the administrative hub responsible for overseeing the strategic direction, academic programs, faculty affairs, student services, and overall operations within the school. Committed to excellence in education, research, and community engagement, the department plays a pivotal role in advancing the mission and vision of Ed&IS.

Academic Personnel Management

1. Manage the on-boarding process for academic employees in the School of Education and Information Studies. Conduct new hire orientations to ensure compliance with University policies and procedures. Ensure that employees are familiar with campus and department systems at the time of hire (UC Path Portal, Timesheet Systems, UCLA Logon, Etc.)

2. Serve as primary processor for all academic employee personnel actions in the School of Education and Information Studies via UCPath (titles include Senate Faculty, Academic Administrators, Academic Coordinators, Academic Researchers, Project Scientists, and Adjunct Professors, Unit 18 faculty).

3. Support the recruitment process for all academic appointments via the Academic UC Recruit system.

4. In conjunction with the Chair's Assistants and Senior Academic HR Analysts, coordinate all academic recruitment hiring processes. Ensure members of the hiring committee have all relevant and most up to date information prior to the job talks/interviews.

5. Manage the life cycle of all academic employees in the School of Education and Information Studies, including monitoring salary and workload requirements, confirming duration of service and appropriate classification, drafting appointment and reappointment letters, and collecting required signatures prior to distribution.

6. Coordinate with the Dashew Center to assist non-citizen academic appointees with obtaining proper employment authorization prior to employment as needed.

7. Provide guidance to managers on applicable hiring and payroll policies for academic appointments and policies including benefits eligibility (vacation, sick leave, medical insurance) and workload/appointment limits.

8. Understand and interpret University personnel policies surrounding payroll and employment so that the information can be relayed to academic hires, supervisors, Chairs, and/or other campus departments when needed.

9. Support the personnel review process for all academic personnel actions, including but not limited to merits, appointments, and promotions for all academic employees.

10. Maintain data accuracy in campus databases such as Opus, Interfolio, UC Recruit, UC OATS. Maintain accurate personnel files.

11. Manage leave of absences for academic employees within the departments of Education and Information Studies including but not limited to: sabbaticals, FMLA eligible leaves, and leaves without pay.

45%

Academic Payroll Management

1. Manage department payroll operations for all academic bi-weekly and monthly employees using UCPath. Ensure transaction are processed accurately and in a timely matter to meet payroll deadlines. Support Staff HR payroll operations as needed.

2. Resolve and reconcile payroll discrepancies as needed. This includes payroll transactions, over payments, missing pay, and accrual adjustments.

3. Manage hiring appointments and hire paperwork for new academic employees in the departments. Serve as I-9 processor for the departments of Education and Information Studies for all new academic employees.

4. Review current departmental processes and make recommendations for ways to streamline practices in line with Department mission and goals.

5. Review and approve academic employee timesheets using UC TRS. Develop and maintain internal tracking systems for academic employee’s time usage that are not recorded in UC TRS.

6. Monitor campus generated payroll reports (CDW). Analyze data provided and determine appropriate action to take to address any inconsistencies or upcoming changes.

7. Process one-time payments for academic employees including, Summer 9ths, teaching overload, intercampus one time payments, off-cycle payments, administrative stipends, etc.

8. Track academic salary schedules from year to year to stay abreast of changes in compensation and salary scales.

9. Manage the submission and reconciliation of By Agreement Hours for purposes of ACA as needed.

30%

Departmental Administration

1. Serve as the primary department contact for all employment and payroll-related questions for academic employees within the Education and Information Studies departments. Act as the primary point of contact for questions and consult with the HR & AP Director and Senior Director as needed.

2. Serve as the primary parking and commute coordinator for academic titles within Ed&IS (excluding Academic Student Employees). This includes completing parking application forms, advising on assignment changes, representing the department at Parking Services' events, and advising faculty on the University's various alternative transportation options. Assist with Annual permit renewals. Serve as backup to Academic Student Employees when ASE Parking Coordinator is out of the office.

3. Assist with special projects as assigned by the HR & AP Director and Senior Director and Chief of Staff.

4. Manage UCLA directory information for all academic appointments. Update, change, and delete the information as needed.

5. Work closely with the Communications Office to provide accurate and up-to-date information of active academic appointments for updating the Ed&IS website.

10. Serve as a point of contact for Departmental Listservs, including adding, removing, verifying, etc., academics from the various email lists.

15%

Visiting Appointments

1. Manage the visiting appointment process for Ed&IS. Ensure the visitor has secured a faculty sponsor, has provided adequate justification for sponsorship, and has provided a current C.V. to department for review.

2. Review and analyze materials provided and determine visiting appointment status and classification. Direct visitor to appropriate next steps based on information available.

3. Provide visitors who fall into the visiting research series the department's quarterly fee schedule, a completed and signed appointment letter, and instructions for successful completion of the visa paperwork if needed.

4. Ensure all visa paperwork is completed accurately before the documents are routed to Dashew Center for review.

11. In coordination with the Business Office, ensure fees are collected prior to submission to the Dashew Center.

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

or equivalent education & experience.

Preferred

2 to 5 years of experience working in an administrative department with payroll responsibilities within the University System.

Preferred

Knowledge of University Academic, Personnel, and Payroll policies, procedures, and organizational structure.

Preferred

Knowledge and experience in using UCLA systems including UCPath, Online Financial Systems Reports (OFSR), and Campus Data Warehouse (CDW).

Preferred

Knowledge of OPUS and UC Recruit.

Preferred

Excellent written, verbal, and editing skills. Excellent interpersonal skills.

Required

Ability to make oral, group, and one-on-one presentation for the purposes of providing information, explaining policies and procedures, and answer questions.

Required

Ability to prioritize and adjust a heavy workload to meet deadlines. Demonstrate the ability to determine the relative importance of job responsibilities to meet these deadlines.

Required

Ability work independently with minimal supervisor, using initiative and resourcefulness in performing and executing job duties with frequent interruption, distractions, and changing priorities and deadlines.

Required

Ability to work as a team using the same principles.

Required

Demonstrated ability to maintain confidentiality.

Required

Acute attention to detail.

Required

Advance organizational skills to maintain materials and information in a systematic way.

Required

Mathematical and quantitative skills to calculate salaries, payroll documents, formulas, expense transfers, leave accruals, payroll changes, and the creation of financial analysis.

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.

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

5%

Domestic

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Moore Hall; 457 Portola Plaza

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.