Academic Personnel Manager

ACAD HR ANL 3 (007715)

UCPath Position ID: 40059884

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1001353

Approved Date:

10/16/2025 9:20:04 PM

Date Last Edited:

10/16/2025 9:19:39 PM

Last Action Effective Date:

3/1/2023

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE

Division Code:

1350D

Division:

L&S SOCIAL SCIENCES

Department:

110000 - ECONOMICS

Position Details

UCPath Position Number:

40059884

Position Description ID

165422

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:

40047957

Reports to Payroll Title:

ADMIN MGR 1

UCPath Department Head Position Number:

40040859

Department Head Payroll Title:

Academic

GENERAL DIRECTION - Indicates that the incumbent receives guidance in terms of broad goals and overall objectives and is responsible for establishing the methods to attain them. Generally the incumbent is in charge of an area of work, and typically formulates policy for this area but does not necessarily have final authority for approving policy.

007714

Academic HR Analyst 2

1.0

007715

Academic HR Analyst

1.0

004723

Blank Assistant 2

.20

POSITION SUMMARY

Responsible for academic, academic apprentice, staff personnel, student employment and benefits in the Department of Economics and self-supporting Master of Quantitative Economics Program (MQE), as well as oversight.  Provide employment, personnel service and human resources to approximately 44 Tenured and tenure-track Faculty, 14 Non-Senate Faculty/Lecturers, 10 Joint Appointments, 16 in-residence Emeriti, 8 annual visiting and postdoctoral scholars, 70 academic apprentice personnel and 19 Career Staff. Manage the academic personnel process for reappointment/merits/promotions.  Use appropriate processes to accomplish personnel actions including summer ninths, stipends, course buyouts, leaves and sabbaticals, merits and promotions, time reporting, new hires and securing of visas.  Use QDB to track sub zero expenses, and prepare ad hoc reports for the Chief Administrative Officer. Supervise personnel projects assigned to administrative staff and office assistants.  Coordinate faculty hiring and search process.  Serve as reviewer and back-up for all academic apprentice actions and preparer for all faculty and staff actions.  Serve as faculty and staff benefits representative.  Participate in special projects as assigned by CAO.  A highly visible position that requires sensitivity, knowledge of University personnel policies and procedures and the EDB/UC Path system, organizational skills to create, adjust and maintain the department's personnel services system.

UCLA’s Economics Department has two interlocking objectives. We conduct cutting edge research by developing new methodologies and applying them to understand society’s most critical issues. We also seek to train the next generation of economic leaders in the private sector, government and academia.

UCLA is one of the top-ranked economics departments in the world. We have a young and active faculty whose research is shaping policy and informing the public on critical issues affecting the United States and the world. Our work covers a diversity of topics such as the origins and persistence of the Great Depression and its lessons for today’s economy, the relationship between education and health outcomes, cartels and antitrust policy, the economics of health care, and the impact of immigration on labor markets. Many of our faculty have received special recognition for their body of research by election to prestigious institutions such as the National Academy of Science, the American Academy of Arts & Sciences, and the Econometric Society, or have received such celebrated awards such as the Guggenheim and Sloan Fellowships.

Our undergraduates are equally impressive. They are among the brightest students on campus and consistently go on to find success in the job market and in graduate school. We have approximately 3300 majors at any one time making us the largest among major economics departments across the country and the largest major on campus. Our students come from over 60 countries around the world yet the majority call California their home. Many of our students are the first in their families to attend college and we are proud of them and their accomplishments.

Our Alumni play important roles in business, entertainment, and academia. We are proud that many maintain strong ties with UCLA and with the Economics department. Our students attend business schools, law school, medical schools, and graduate schools in a variety of disciplines.

Administration of Human Resources Services

1. Establish and maintain a user-friendly services delivery system for academic, apprentice and staff personnel services.  2.Centralize all personnel and benefits functions including recruitment, employment, retention, advancements and promotions, benefits administration, employment termination for full, part-time and contractual employees. 3.Advise administrative staff and faculty committees on policies and procedures governing the employment of represented and non-represented faculty and staff. 4.Maintain current (and past) employment records for all employees and create, as needed, databases for recruitment and promotions activities, leave credits for sabbatical and other types of leaves.5.Develop and conduct orientations for new employees and workshops for all employees on new policies or procedures. 6.Maintain excellent communications and relations with all campus entities (CHR, Academic Personnel, Graduate Division, Payroll) to facilitate the efficient handling and management of personnel actions between Economics, self-supporting and these entities.  7.Develop schedules and timelines to ensure that personnel actions are undertaken and completed in a timely and efficient manner. 8.Report complaints about staff misconduct to CAO for investigation and further review. 9. Serve as mandatory reviewer for all personnel/payroll actions.  10. Serve as a resource to others in the department who process personnel actions in regards to procedures, policies, union rules, benefits, etc.   11. In coordination with CAO and Assistant to the Chair, maintain and audit temporary teaching budget. 12. Process all appointment paperwork, hire paperwork, UC Path entry for faculty, including all summer sessions appointments.

35%

Academic Personnel Administration-Faculty

1. Notify faculty about their eligibility for review and request/compile materials necessary for the review process.  2.Assist the Chair and Vice-Chair in establishing ad hoc review committees; notify members about their committee assignments; maintain liaison with committee chairs until final committee reports are completed. 3.Develop and recommend guidelines, checklists, comprehensive project management system for academic personnel actions to ensure accuracy, effectiveness, clarity, and adherence to University regulations and protocol. 4.Serve as primary resource to the Chair, faculty, committee members, and CAO on specific requirements from UCLA Call, Academic Personnel Manual, Alien Employment/Visa policies, and Benefits. Identify those actions which would deviate from these policies, and recommend appropriate alternative solutions. 5.Compile list of outside referees for use in review process. 6.Solicit outside letters of evaluation when necessary; develop and maintain system for tracking and follow-up on their receipt. 7.Compose general correspondence for acknowledging receipt of outside letters. 8.Coordinate and expedite the personnel action review process, including identifying, assembling all required materials, preparing and circulating them for review; serve as liaison between faculty member and the ad hoc review committee concerning additional information, clarification of information, etc. 9.Insure that all aspects of the academic review process are proceeding in a timely and coordinated fashion to meet College and APO deadlines. 10.Prepare in final form committees' recommendations regarding all personnel actions. 11.Provide administrative support for the Merit Review Committee. 12.In concert with the Chair and the MRC, schedule faculty meetings for personnel actions requiring faculty vote; identifying, assembling all background and supporting materials necessary to conduct the meeting. 13.Establish and maintain all supporting files (paper as well as electronic) for all academic appointments, providing appropriate access and circulation of these materials is in conformance with confidentiality and open access policies. 14.Initiate appropriate and proper action with regard to obtaining proper visa's, permanent resident status, and the like, for faculty and all visiting appointments, providing follow-up to ensure process is advanced to timely completion. 15.Utilizing EDB and PTR, perform all transactions required to reflect academic personnel actions, including appointments, advancement, merits, summer salaries, sabbatical and other leaves, etc.  16.Provide comprehensive administrative support for all visiting appointments . Coordinate procedures with the Office of International Students and Scholars and/ or the Graduate Division as needed.

35%

Staff Personnel Support

1.Prepare employee file for new staff and enter employee information into UC Path. 2.Provide benefits information and instruct new employees on selection of health and other benefits.  3. Input employment changes/updates, stipends, awards, dual employments into UC Path.  4.Input employment termination information into UC Path. 5.Coordinate employee payroll transactions with Supervisor or Financial Services when there are changes in employment status of staff personnel.  6.Inform CAO about contract negotiations for represented employees.  7. And other duties, as assigned.

10%

Staff Supervision

1. Interview, hire and supervise 2.20 FTE. Administrative Personnel Analyst (1.0 FTE), Academic HR Analyst 3 (0.56 FTE), and Academic and Development Services Coordinator (0.50 FTE).  Blank Assistant 2 (0.20 FTE)  2. Assign tasks, supervise workload to ensure that work is completed in a timely and professional manner.  3. Conduct employee evaluations, provide counseling on disciplinary problems and recommend corrective actions to CAO in order to maintain effective production levels.  4. Recommend and implement productivity standards to monitor changes in organizational, procedural and system changes. 5. Meet regularly with the CAO to communicate and receive information on workload, productivity and potential problems. 

20%

•

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 a related area (e.g., Business Administration, Human Resources, Higher Education Administration) or equivalent experience/training

Required

Or

Master's Degree

in a related area (e.g., Human Resources, Higher Education Administration, Public Administration).

Preferred

5 years

Direct experience with UC academic personnel policies, UCPath, human resources, administration and other university HR/payroll systems. 

Preferred

And

3 years

Experience supervising and training staff in a higher education or large organizational setting.

Preferred

And

3 years

Familiarity with visa processing, and university benefits programs.

Preferred

And

Detailed knowledge of academic personnel policies and procedures, affirmative action requirements, benefits programs, visa/immigration processes, and working knowledge of UCLA Call, Academic Personnel Manual, UCPath, and related systems.

Preferred

Demonstrated ability to perform and coordinate academic personnel actions, ensuring correct timing, sequencing, and compliance with established policies.

Required

Strong working knowledge of academic values, priorities, expectations, and University culture; familiarity with campus organizations and resources (Academic Personnel Office, Graduate Division, OISS, Benefits Office, etc.).

Preferred

Skill in compiling, analyzing, and interpreting information to identify issues, evaluate options, and make logical, evidence-based decisions.

Required

Ability to independently organize, prioritize, and track multiple projects in a large, complex environment, ensuring timely completion despite interruptions or short deadlines.

Required

Exceptional communication skills (verbal, written, electronic) to convey accurate and timely information across all organizational levels.

Required

Demonstrated leadership ability to train, assign work, supervise, and evaluate staff and student personnel.

Required

Proficiency with office technologies and systems (Microsoft Office Suite, data management tools, email systems, and other relevant platforms).

Required

Proven ability to handle confidential matters with discretion, diplomacy, and professionalism.

Required

Strong representational skills to effectively communicate and advocate the needs/views of department leadership to campus administration and external stakeholders with tact and diplomacy.

Required

Demonstrated ability to develop and maintain effective working relationships with faculty, staff, administrators, and students.

Required

Ability to work independently with minimal supervision, exercising sound judgment and follow-through on assignments.

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

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:

Bunche Hall

Standing/Walking

X

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

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.