Senior Academic HR Analyst

ACAD HR ANL 3 (007715)

UCPath Position ID: 40948272

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1135014

Approved Date:

2/27/2026 9:30:59 PM

Date Last Edited:

2/27/2026 9:30:55 PM

Last Action Effective Date:

7/7/2022

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:

40948272

Position Description ID

167291

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:

F: All Others - Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

41051550

Reports to Payroll Title:

HR MGR 1

UCPath Department Head Position Number:

40066943

Department Head Payroll Title:

DEAN

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 supervision of the Senior Director for Personnel and Operations, the Senior Academic HR Analyst is responsible for managing the academic personnel processes for all academic employees within the School of Education & Information Studies (Ed&IS). Academic titles used in the School of Education and Information Studies includes: Professorial series, Adjunct Professor, Professor-in-Residence, Unit 18 faculty, Project Scientist/Professional Researcher, and Academic Administrator/Coordinator. This includes independently overseeing and managing appointment actions, recruitments, renewals, separations, and terminations, leave administration, and the academic review process. The Senior Academic HR Analyst will proactively initiate the department/dean review process, prepare academic personnel dossiers and supporting materials ensuring that they are complete and adhere to university policy, prepare proposed actions for decisions by the academic leadership, draft communication on the final disposition of cases to the Dean, draft and execute appointment, reappointment, no-reappointment, layoff, and advancement actions, and tracking promotions,

The Senior Academic HR Analyst will also manage payroll activities for their academic populations including submitting transactions in the UCPath payroll system, running monthly payroll audits using the Cognos CDW tool, as well as preparing requests for salary adjustment, one-time payments, multi-location payments, teaching overload payments, and summer salary.

The incumbent will consult with internal and external University Offices to obtain information and guidance on various employment-related topics. The Senior Academic HR Analyst will provide management, support, and guidance on all academic recruitments within Ed&IS. This includes managing applicants, tracking hiring data, reconciling employment data, and preparing routine and ad-hoc reports on personnel actions. The incumbent will ensure that all recruitments comply with Federal and State laws and University Policies and Procedures.

The Senior Academic HR Analyst will serve as the primary point of contact for their academic populations in policy guidance, academic personnel processes, benefits and leave policy, and labor contracts (including IX, LX, PX, and RA). The incumbent will advise on both routine and non-routine questions, analyze problems or issues that arise and determine the appropriate action or next steps, escalate issues, and engage internal and external offices as appropriate (Academic Affairs and Personnel Office [AAPO], Campus Human Resources [CHR], Department Chairs, etc.)

Additional duties include serving as the primary contact accommodation requests, facilitating benefits administration and advising on benefits eligibility, providing guidance on available benefits options, advising and administering leave of absence requests, and liaising with AAPO and UC Path Center when needed. The Senior Academic HR Analyst will also support the Senior Director with various special projects, including implementing new processes and systems to help streamline routine and non-routine requests and actions. The incumbent must be able to interpret and implement University academic personnel policies and labor contracts, take initiative, exercise good judgment, and independently prioritize 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. Understand, interpret, & administer University policies & procedures for academic titles governed under APM, the CALL, and Collective Bargaining Agreements (CBAs), including recruitment, employment, merits and promotions), salary reviews, Employee & Labor Relations, & payroll.

2. Advise & counsel Ed&IS Leadership (Dean, Associate and Assistant Dean's, and Chairs) and other relevant parties on academic policies and procedures pertaining to the hiring, appointment, re-appointment, non-reappointment, merits, reviews, layoffs, & terminations.

3. Manage the hiring and onboarding process for academic titles, including the collection of hiring paperwork and I-9 verification. Provide internal new hire orientation in line with university policies and procedures. Ensure that employees are familiar with campus and departmental systems at the time of hire (UC Path Portal, UCLA Bruin Online Logon, TRS Timesheet System, Learning Management Systems (LMS), Mandatory Campus training, etc.)

4. Ensure I-9 documents and certifications are processed promptly on I-9 Tracker. Proactively review tracker to identify upcoming employment expiration dates, notify employees, & advise employees of necessary steps to maintain employment. Submit rehires or reverifications into Tracker as needed.

5. Manage all academic appointments, merits, promotions, reappointments, & non-renewal of appointments for Ed&IS. This includes tracking & updating all OPUS appointment actions, drafting correspondence related to the action, & securing Dean/Chair approval for the action before executing the action. Develop internal controls to ensure all documents are collected promptly.

6. Serve as a resource and counsel employees regarding University policies & procedures and applicable collective bargaining agreements (CBAs). Understand & advise on applicable policies and procedures as appropriate.

7. Serve as a departmental representative & liaison between the employees, the department, and Campus Central Offices (Academic Affairs and Personnel Office [AAPO], Campus Human Resources Employee & Labor Relations [CHR ELR], Insurance and Risk Management, etc.) on matters pertaining to academic employees.

8. Manage academic appointments, including job recruit posting via UC Recruit, managing recruitments from start to finish, advising in salary decisions to ensure department equity, advising on workload as it pertains to departmental workload policies, confirming the duration of service and appropriate classification, drafting appointment and reappointment letters, and collecting required signatures before distribution. Serve as an advisory participant for recruitments to ensure uniformity and compliance with Federal and State laws and University Policies and Practices.

9. Manage training compliance tracking & completion of required courses in the Campus Learning Management System (LMS). Follow up with non-compliant employees on required training. Escalate non-compliance as appropriate.

10. Manage & process academic recall requests.

11. Review monthly staffing & payroll reports using CDW to audit upcoming position end dates. Identify records that require action & develop appropriate solutions, including developing internal systems that would improve the process.

12. Trouble-shoot with department leadership & Senior Director as needed concerning employment specific issues.

13. Develop tools & resources to streamline internal processes within Ed&IS. Create standard operating procedure documents, training, & references for internal and external uses.

14. Design & implement training and advisory workshops for Ed&IS leadership that pertain to academic employment and policy compliance.

15. Manage special projects assigned by the Senior Director, Dean, or Chairs.

16. All other duties as assigned.

40%

Dossier Management & Administration

1. Manage the Senate and Non-Senate academic dossier preparation process. Ensure all dossiers are complete and in compliance with relevant UC, campus policies and procedures, and Ed&IS standards for best practices. Proactively return materials for updates when they do not meet standards or requirements.

2. Manage and oversee dossier preparation for special case handling, when reviews committees must be established outside the normal department process; this includes compiling recommended reviewer lists, soliciting scholarly reviews and student evaluations, and maintaining confidentiality. Ensure that all involved in the ad hoc process, from candidates to committee members and signature authorities, have clear expectations about their roles and how and when the review process will unfold.

3. Establish and enforce general deadlines for dossier submission. Manage prioritizing and disposition of late cases, including informing department/unit leadership and candidates about the consequences of late submission and notification of delays and expected completion dates to relevant offices awaiting final submission.

4. Work directly with academic employees on compiling materials within campus and Ed&IS procedures and routing dossiers through the review process using internal and university systems (Opus, Interfolio, UCLA Box).

5. Track and maintain all academic titles within Ed&IS and its units and affiliate schools and advise departments/units on general deadlines for dossier submission to the Ed&IS APO, including the consequences of late submission. Assist departments with prioritizing completion of late cases and notify campus AAPO about delayed cases and their expected completion dates.

6. Advise and counsel the Dean, Associate and Assistant Dean's, Department Chairs, and Academic Program Managers about options for appointment and advancement of Senate and Non-Senate titles, with attention to compliance matters and the implications of exceptions to policy and procedure.

25%

Employee & Labor Relations Management

1. Serve as the Ed&IS Employee and Labor Relations representative for academic employees. Provide advice and consultation to Ed&IS leadership on employment and labor policies and procedures and advise on appropriate steps in escalating issues to CHR ELR & AAPO.

2. Serve as a liaison between CHR ELR and AAPO on complex situations and grievance matters.

3. Draft correspondence, corrective action memos, investigation reports, etc., and provide feedback on corrective active memos. Secure the appropriate approvals before delivering notices.

4. As instructed by CHR ELR, conduct investigations. Provide the Dean, Chairs, and Associate Dean of Administration with a written summary of findings as requested.

5. Proactively problem solve and find solutions to issues within the department. Consult with AAPO and CHR ELR as needed.

6. Keep the Senior Director apprised of potential grievances and issues that may be escalated.

7.  Implement appropriate processes with confidentiality and discretion.

7. Stay abreast of employee and labor laws pertaining to all academic titles and ensure that department/school leadership is informed of significant laws and policies.

15%

Academic Payroll Management

1. Manage department payroll operations for all academic employees using UCPath. Ensure transactions are processed accurately and timely to meet payroll deadlines.

2. Resolve and reconcile payroll discrepancies as needed. This includes payroll transactions, overpayments, payments owed, and accrual adjustments.

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

4. Complete appointment, reappointment/extension, merit/promotion actions, salary increases, short work break/return from break, summer sessions payments, and termination/separations in the UCPath Payroll system.

10%

Benefits & Leave Management

1. Stay abreast of campus benefits information and maintain a deep understanding of the benefits process and procedures to advise academic employees and their units of their options. Direct eligible appointments to the UCPath portal to make updates or changes upon the point of hire, life-changing events, open enrollment, and post-separation. Ensure compliance with all University and UCOP Policies.

2. Stay abreast on changes to leave entitlements for academic employees and disseminate such information to the impacted school/department/unit leadership and staff.

3. Advise eligible appointments on benefits options. Be able to navigate seamlessly between UC benefits options and retirement.

4. Manage all aspects of employee Leaves of Absence, including Family Medical Leave Act (FMLA), Disability Leave (paid and unpaid), and Personal Leave of Absence. Stay abreast of all policy changes at the state and federal level, as well as understand and be able to interpret entitlements and leave policy.

5. Conduct LOA counseling meetings. Communicate leave entitlements to employees and assist them with preparing leave documents/required materials, submitting and tracking documentation, and entering approved leave information into the UCPath Payroll system.

6. Handle sensitive leave materials and information in confidence.

7. Develop resources and materials to create a streamlined and consistent approach to leave administration.

8. Serve as a departmental representative for interactive process meetings. Understand disability management policy and procedures to facilitate the department's accommodation process.

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 Human Resources and/or equivalent experience or training in Human Resources, Academic Personnel/Affairs, and/or Higher Education.

Required

Minimum of 3-5 years of experience working with Academic positions in Higher Education

Required

Experience managing Employee and Labor issues.

Preferred

Demonstrated knowledge of and ability to interpret policies and procedures to a variety of audiences.

Required

Knowledge of University academic policies and procedures.

Preferred

Ability to analyze complex issues and make sound recommendations for resolving problems.

Required

Strong attention to detail.

Required

Demonstrated working knowledge of academic dossier preparation, and of the full range of academic personnel policies and procedures, as contained in the UC Academic Personnel Manual, UCLA CALL, and other sources.

Preferred

Strong organizational skills, and ability to remain attentive to detail and meet deadlines under fluctuating workloads, conflicting priorities, and frequent interruptions.

Required

Experience with UC Academic Systems including UC Recruit, OPUS, and Interfolio.

Preferred

Experience with UC personnel and payroll systems (UC Path, Tracker I-9, UCTRS, etc.)

Preferred

Ability to maintain strict confidentiality and act on sensitive issues with tact and diplomacy.

Required

Ability to maintain positive working relationships with other staff and faculty at all levels.

Required

Advanced 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.