Academic Coordinator

ACAD HR ANL 3 (007715)

UCPath Position ID: 40045640

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1000891

Approved Date:

8/19/2026 7:33:00 PM

Date Last Edited:

8/19/2026 7:32:52 PM

Last Action Effective Date:

10/7/2022

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE                    

Division Code:

1340D

Division:

L&S PHYSICAL SCIENCES                  

Department:

098000 - CHEMISTRY AND BIOCHEMISTRY

Position Details

UCPath Position Number:

40045640

Position Description ID

165396

UC Payroll Title:

ACAD HR ANL 3 (007715)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 22

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

C: Supervisor - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40047083

Reports to Payroll Title:

HR SUPV 2

UCPath Department Head Position Number:

40831819

Department Head Payroll Title:

ADMIN MGR 2

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

4263

ADMIN OFCR 2 CX

1.0

5390

ACAD HR ANL 2 CX

1.0

POSITION SUMMARY

The Senior Academic Personnel Coordinator is responsible for coordinating the Department of Chemistry and Biochemistry's academic review process and all other academic personnel matters for the four Divisions of the Department - Biochemistry, Inorganic, Organic, and Physical Chemistry. In this capacity, the incumbent acts as the primary resource person and facilitator in consultation with the Chair's Office, the Division Liaisons, Departmental faculty and the office of the Dean of Physical Sciences.

ACADEMIC PERSONNEL ADMINISTRATION

Maintain confidential academic personnel files; execute all academic personnel actions for ladder faculty, senior, continuing, and temporary lecturers, researchers, project scientists, academic administrators and coordinators, specialists, adjunct faculty and with salary visiting titles. Request updated materials from faculty as necessary; develop and maintain data base file system of academic personnel files. Represent Dept to offices of the Dean of Physical Sciences and VC-Academic Personnel in matters concerning academic personnel processing.   Manage academic personnel actions: a. Develop annual timetable for Dept Chair, Divisional Liaisons, review committees and candidates to comply with fixed L&S and APO deadlines. Coordinate personnel action reviews, gathering required materials, compiling data, and preparing dossiers for review:  b. Notify each faculty member of eligibility for review; prepare data summaries; transmit detailed, individualized instructions on items required for data summary and bibliography to complete dossier; request additional materials from faculty necessary for review process; act as liaison between candidate and ad hoc review committee; once materials are received, verify all documents for accuracy. Assist Chair in establishing ad hoc review committees and maintain continuous liaison with members until final reports are complete. c. Compile list of names from candidate and faculty to serve as outside referees" on personnel actions as needed; prepare candidates' dossiers to send to outside referees; answer questions from outside referees; receive and acknowledge letters from referees to include with dossier; compile biographical statements on referees for dossier. Schedule faculty meetings for applicable personnel actions; prepare necessary materials for Chair to conduct meetings. d. Conduct secret electronic ballots for all faculty personnel actions and report results to Chair. e. On cases not requiring faculty meetings, prepare dossier for review/vote by members of the Elected Staffing Committee. Draft and/or review all academic personnel materials, documents, and correspondence prior to Chair's signature. f. Prepare confidential letters from Chair to accompany faculty dossiers; research and propose resolutions to the Chair regarding any questions or problems about the final proposed action. Prepare and submit dossiers to Dean's Office in advance of College's deadlines following strict guidelines. g. Identify and resolve potential problems involving exceptional cases or extenuating circumstances, particularly with regard to appointments, retentions, promotions, reappointments, joint/split faculty appointments and continuing lecturers. Continually update all stages of ladder faculty personnel actions in OPUS to comply with College policies.  Process urgent appointment dossiers for prospective new faculty; prepare files for faculty meetings, prepare electronic ballots; prepare forms to demonstrate Dept's compliance with University academic affirmative action guidelines; finalize and deliver files in time for Dean to approve and submit offer letters to candidates ahead of other competing offers.  Prepare/process dossiers for the Dept's permanent endowed and permanent term chair appointments following similar procedure to new faculty appointments.  5. Prepare/submit promotions, merits, and annual reappointments for adjunct faculty, academic coordinators/administrators, specialists, and project scientists; finalize process once approved. Monitor/process leave usage for non-senate academic appointments.  Complete paperwork for recalled faculty (research and/or teaching). Submit paperwork to Dean's office for "Stopping the Clock" for eligible faculty."

70%

ADMINISTRATIVE DUTIES

Enter all faculty appointments, merits, promotions and changes in status in the UCPath.  Request and submit letters to Dean's office for faculty requesting Active Service Modified Duties.  Prepare and process appointment paperwork for temporary lecturers following strict guidelines of Dean's office and AFT union regulations.  Prepare and process appointment paperwork for with salary visiting titles; request exceptions for appointments beyond 2 consecutive year max; ensure returning appointees receive merit increase if appropriate.  Process new hires for summer sessions instructors; enter summer sessions instructor appointments, and schedule stipend payments in UCPath. Initiate and coordinate the faculty recruitment process via UCLA Academic Recruit. Prepare required paperwork for upcoming ladder faculty searches. Ensure that search committee members have completed faculty search briefing certification. Work with search committees to complete Planned search & recruitment efforts and Actual search & recruitment efforts, contact publications for ad quotes; request and submit LVOs to publications in advance of strict deadlines; keep copies of print and on-line ads to include as part of the appointment dossier of new hires. Prepare and process H-1B visa petitions for all incoming faculty with J-1 visas or are requesting H-1B visa transfers and extensions; work with H-1B specialist in the DCISS and designated attorney's office to expedite petitions. Assist faculty members with preparing documents for permanent residency petitions through DCISS and attorney's office.  Process Summer Salary compensation, including additional summer compensation for participating faculty in Negotiated Salary Trial Program. Work with fund managers to ensure total compensation does not exceed 3 ninths of salary. Oversee sabbatical leave requests; maintain spreadsheet of all faculty members' sabbatical leave credits; send annual solicitation to all faculty for requests for leave in upcoming year; update liaisons and Chair with responses for request for sabbatical leaves; send sabbatical leave forms and statements to eligible faculty to complete (partially complete forms to facilitate the process); submit completed forms and statements to Dean's office prior to quarter deadline; enter approved sabbatical leave information in UCPath; if any faculty members have more than 30 allowable credits, arrange for letter to be sent to the Dean and VC for request to extend beyond the maximum.  Create information systems to enhance management of academic personnel actions processing; develop and maintain spreadsheet of all academic personnel records with respect to eligibility for promotion, appraisals, merits, salary histories, sabbatical credits.  Keep master calendar of academic personnel action deadlines; inform Chair of actions necessary to meet deadlines. Interpret and implement University academic personnel policies and the CALL to provide guidance to the Chair regarding deadlines and regulations.  Coordinate the process for new election of Elected Staffing Committee members every 3 years; include department's voting policies with ballot; count ballots and report to the Chair the division representatives with the highest number of votes; arrange for a run-off election if there is a tie; inform faculty of new Committee members.  Maintain and update department Bylaws on voting policies, ensuring compliance with Academic Senate voting Bylaws.  Process Faculty Recruitment Allowances and Administrative Stipends; enter in UCPath.  Process separations of academic personnel; coordinate final payments.

20%

Supervisory Responsibilities

Supervise 2.0 FTE (Academic Personnel Coordinator, and Administrative Coordinator), and work study students in Academic Personnel area of department.  Oversee and mentor Academic Personnel Coordinator to ensure timely and accurate delivery of academic personnel and payroll practices and processes.               Establish work methods, quality of results, compliance, and revision of procedures as needed for Academic Personnel Coordinator and work study students. 

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 business administration or related area and/or equivalent combined education and experience.

Required

Highly motivated, organized and capable of managing objectives with a broad perspective of organizational goals and objectives.

Required

Skill in performing a variety of tasks independently in a timely manner under conditions of fluctuating workloads, competing requirements, and changing deadlines and assignments.

Required

Excellent interpersonal skills to interact with students, staff, faculty and visitors, including persons of various social, cultural, economic and educational backgrounds.

Required

Demonstrated skill in handling personnel matters with sensitivity and confidentiality.

Required

Skill in writing concise, logical and grammatically correct correspondence, analytical reports, evaluations, and other written materials to explain complex policies and procedures.

Required

Ability to speak on a one-to-one basis using appropriate vocabulary and grammar to obtain and clearly convey information, and explain complex policies and procedures.

Required

Ability to use word-processing, spreadsheet and database software to prepare, dossier materials, reports and correspondence with speed and accuracy.

Required

Computer literacy in both the PC environments including word processing and spreadsheet manipulations.

Required

Broad-based and detailed working knowledge of Departmental and University policies and procedures, specifically: The Call, Academic Personnel Manual, UCLA Policies and Procedures Manuals, Affirmative Action Policies.

Preferred

Detailed working knowledge of UCPath personnel/payroll system and personnel forms; ability to process on-line entries and forms required to accomplish various academic personnel transactions.

Preferred

Detailed knowledge of University academic personnel policies and procedures pertaining to appointments, merits, promotions and general academic personnel matters.

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.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Geology Building

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.