Academic Human Resources Analyst 2

ACAD HR ANL 2 CX (005390)

UCPath Position ID: TBD_941472

Position Description History/Status

Approved Date:

7/3/2026 9:35:28 PM

Date Last Edited:

7/3/2026 9:35:25 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1130O

Organization:

HENRY SAMUELI SCHOOL ENGR & APPL SCIENCE

Division Code:

1131D

Division:

ENGINEERING & APPLIED SCIEN DIV        

Department:

020500 - MECHANICAL AND AEROSPACE ENGINEERING

Position Details

UCPath Position Number:

TBD_941472

Position Description ID

256089

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)

1.00

SUPERVISION

UCPath Reports to Position Number:

40065892

Reports to Payroll Title:

ADMIN MGR 1

UCPath Department Head Position Number:

40046576

Department Head Payroll Title:

ACADEMIC TITLE

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 Human Resources Manager, provide payroll support to the Mechanical & Aerospace Engineering Department. Manage appointments of graduate and undergraduate student personnel. Process personnel and payroll transactions for Graduate Student Researcher's (GSR's), Teaching Assistants (TA's), Readers, Special Readers, Tutors on a quarterly basis. Process quarterly fee remission for both residents and non-residents. Hire undergraduate and graduate student

staff, including work-study students, to support MAE, TANMS, SMERC, and Fusion centers; monitor work-study award amounts for academic year and summer. Processes I-9 & Glacier requests for new hires and e-verification requests for new and current student employees in timely manner. Collect appropriate paperwork for student volunteers, including minors. Serve as a backup for Visiting Scholars, Visiting Graduate and Undergraduate student researcher applications and visa processing. Serve as resource, provide training and oversight to Administrative ordering team. Problem solve for best practices to streamline ordering and for purchasing strategies for fund reconciliation.

As a leading Mechanical and Aerospace Engineering Department in the country and around the world, our faculty and students conduct trailblazing research in broad interdisciplinary areas of Mechanical and Aerospace Engineering: from rockets and spacecraft, to robots, medicine, advanced materials, energy and sustainability.

Academic

Apprentice Payroll

and Personnel

Support

1. Manage and process in UCPath approximately 50 Teaching Assistants and approximately 30 Readers, Special Readers and Tutors appointments per quarter in UCPath, in compliance with the student academic employee unit labor union agreements. 2. Work with Student Affairs Officers to receive TA and Readers contracts and process appointments in timely manner. 3. Manage and process approximately 80 Graduate Student Researcher appointments per quarter in Fall, Winter and Spring and approximately 120 GSR's in summer. 4. Provide guidance to Teaching Assistants and Graduate Student Researchers on fee remissions and other university policies and procedures. 5. Verify student status and eligibility based on GPA, unit enrollment candidacy status, and hours worked. 6. Initiate and process TA & GSR merit advancements. 7. Process quarterly fee remissions for TA's & GSR's (both residents and non residents) by established deadlines. 8. Process I-9 & Glacier requests for new hires and e-verification requests in timely manner.(E) 9.Maintain and update departmental database of Academic Apprentices.

65%

NSF Fellowships &

GSR Paid Directs

1) Manage NSF Fellowships appointment with UCPATH; including parsing exact FTE requirements to ensure full payment between multiple accounts. 2) Ensure stipends are correctly paid & posted. 3) Working With Graduate Division of Education for incoming NSF students 4) Set up 15-30 GSR Paid Direct appointments in UCPATH.5)Verify Appointment Request and appointment percentage (e.g., 25% Only) 6) Confirm students eligibility with Graduate Division of Education

10%

Student Accounts

1)Manage financial operations for campus student organizations by reviewing account balances, processing and approving transactions, and generating regular financial reports. 2) Monitor spending activity to ensure compliance with university policies and prevent account overdrafts. 3) Maintain accurate records and provide support to student groups regarding account management and budgeting procedures.

10%

Monitor

Department

Default accounts

1. Work closely with Fund Managers to insure that correct fund is assigned to a position before hire/rehire of an employee. 2. Assist HR manager with monitoring payroll and salary that hits department default FAU. 3. Research and assist clearing the department default FAU when incorrect payroll and salary hit the wrong account.

10%

Student Staff

Payroll and

Personnel Support

1. Manage and process approximately 15-20 graduate and undergraduate student staff researchers and student assistants per quarter to support MAE and affiliated Centers. 2. Create and post job descriptions for work study students on Student Work Study Job Bulletin site. 3. Hire and monitor work -study student award amount for both summer & academic year. 4. Review and process monthly and biweekly time-sheets in TRS, Time Reporting System online, for student employees. Act as back-up approver for bi-weekly & monthly staff. 5. Collect appropriate paperwork (I-9, & Oath/Patent forms) for student volunteers, including minors. 6. Serve as a backup for Visiting Scholars, Visiting Graduate and Undergraduate student researcher applications and work with Dashew Center on visa processing. 7. Maintain and update departmental list of Student Staff Employees.

5%

•

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 combination of education and experience/ training

Required

Knowledge of UCLA Academic Apprentice and Staff personnel policies and procedures.

Preferred

Knowledge of UCLA system software: UCPath, Glacier, I-9 tracker system, Jasmin, OASIS, Student Records System.

Preferred

Proficiency in performing standard payroll operations, including auditing, timekeeping, preparing payroll and reconciling errors.

Required

Ability to maintain confidentiality of personnel records and information.

Required

Ability to work independently under minimal direction to establish priorities to complete assignments by a deadline.

Required

Ability to interact effectively with all levels of faculty, staff, students, and student workers and maintain composure when confronted with difficult situations.

Required

Ability to manage time in order to accomplish a variety of tasks in a fast-paced office under competing priorities and changing circumstances.

Required

Analytical skills to solve problems, situations and seek information from other resources to resolve issues.

Required

Skill in efficiently organizing payroll and personnel files and maintain accurate records of transactions.

Required

Ability to speak clearly on a one-to-one basis using appropriate vocabulary and grammar to explain policies and procedures; writing grammatically correct, routine correspondence using Microsoft office suite.

Required

Ability to anticipate potential problems and to take preventative action.

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.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

420 Westwood Plaza, Engineering IV

Standing/Walking

X

Sitting

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

Complex problem solving/reasoning

X

Ability to organize & prioritize

X

Communication skills

X

Numerical Skills

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.