Academic Personnel Analyst

ACAD HR ANL 3 CX (005391)

UCPath Position ID: TBD_1000391

Position Description History/Status

Approved Date:

9/2/2026 5:24:07 PM

Date Last Edited:

9/2/2026 5:24:03 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE                    

Division Code:

1330D

Division:

L&S LIFE SCIENCES                      

Department:

083000 - ECOLOGY AND EVOLUTIONARY BIOLOGY

Position Details

UCPath Position Number:

TBD_1000391

Position Description ID

264054

UC Payroll Title:

ACAD HR ANL 3 CX (005391)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

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:

40043694

Reports to Payroll Title:

ADMIN MGR 1

UCPath Department Head Position Number:

40057720

Department Head Payroll Title:

Department Chair

DIRECTION - Indicates that the incumbent establishes procedures for attaining specific goals and objectives in a broad area of work. Only the final results of work done are typically reviewed. Incumbent typically develops procedures within the limits of established policy guidelines.

POSITION SUMMARY

The AP analyst is responsible for academic personnel matters for 27 full time ladder faculty, 8 non-ladder, 22 Postdoctoral Scholars and all academic appointees employed in the EEB, CaSB and Stunt Ranch.  This includes new position creation, recruitment, hiring, payroll, labor relations, and academic advancement dossier submissions.  The Analyst will generate academic dossiers, prepare employment contracts, gather and analyze information to support academic policies and procedures, development and provide data to support numerous departmental initiatives and committee work. The Analyst is responsible for the accuracy and compliance for all payroll/personnel transactions for academic personnel. The analyst will serve as a resource to the Department Chair, Vice Chair, Chief Administrative Officer and as the departmental liaison to other key University administrative units to coordinate these actions. 

The UCLA Department of Ecology and Evolutionary Biology pioneers research on evolution, ecosystems, and species behavior, seamlessly linking basic science with practical challenges. It offers a hands-on, interdisciplinary learning environment that emphasizes fieldwork, innovative lab studies, and collaboration on issues like conservation and climate change—all while honoring the cultural heritage of its community.

Academic Personnel

1. Manage all administrative aspects of academic personnel actions for ladder-rank faculty and academic research titles (adjunct, Research Series, Specialist, Project Scientist, Academic Coordinator, and Lecturer). This includes all appointments, re- appointments, merits, promotions, sabbaticals/leaves, five year reviews, separations, retirements, recalls, change-in-series, etc. 2. Determine eligibility for normal merits/promotions, based on University policy. Inform faculty of potential action. Advise the Chair and Vice Chair of potential actions in a timely manner. 3. Establish time schedule for personnel actions. Schedule committee and faculty meetings (as they pertain to academic personnel), collect and distribute minutes, maintain liaison with committee members until final report is produced. Ensure votes are taken in accordance with Academic Senate By-laws. Maintain confidentiality of votes. Oversee preparation of material for committee meetings. Coordinate timely submission of personnel dossiers to the Dean's Office or APO. 4. Act as liaison between the Dean's Office, Vice Chancellor's Office, and the Chair regarding academic personnel issues. 5. 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. 6. Serve as primary resource to the Chair, faculty, committee members, and CAO on specific requirements from UCLA Call, Academic Personnel Manual, and Benefits. Identify those actions which would deviate from these policies, and recommend appropriate alternative solutions. 7. Compile list of outside references for use in review process; solicit outside letters of evaluation when necessary; develop and maintain system for tracking and follow-up on their receipt. 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. In concert with the Chair, VC and the AP Review Committee, schedule faculty meetings for personnel actions requiring faculty vote; identifying, assembling all background and supporting materials necessary to conduct the meeting. 10. 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. 12. Effectively utilize OPUS/UC Recruit for all academic recruitment activities. In collaboration with CAO and Dean’s Office, ensure that all faculty compensation salaries are processed accurately, and in a timely fashion. 13.  Manage all administrative aspects of the Postdoctoral Scholars employment. Review educational materials for compliance and to ensure eligibility; analyze provided information to determine experience level. Prepare employment contract based on provided information. Monitor contract end dates and update renewal paperwork as needed. Ensure all relevant documentation is provided to Postdoctoral Services/AAPO in timely manner.

80%

Academic Payroll

1. Process payroll and payroll/HR-related transactions in UCPath (UCPath Initiator) for academic employees such as Ladder/Senate Faculty, Postdoctoral Scholars, Professional Researchers, Project Scientists, Visiting Researchers, Visiting Scholars, Lecturers, Academic Administrators, Academic Coordinators, and Adjunct Professors. 2. Review all payroll and TRS schedules to ensure the department adheres to all payroll and TRS deadlines. Track sabbatical leave eligibility; process leave forms and submit requests to the Dean's office in a timely manner. Manage employee records in UCPATH and departmental server.3. Verify payroll transactions, accruals, and benefits are appropriate and accurately entered into UCPATH. Troubleshoot payroll/UCPath issues, advise on guidelines, and follow up promptly to resolve issues. Work with UCPath Center and Central Resource Unit to resolve all payroll and benefit related issues. 4. Review payroll ledgers, fix all pay and payroll related discrepancies that arise. 5. Compile, organize, and analyze academic personnel data and associated payroll data for statistical and general reports as requested by the Chair, VC, and CAO. 6. Oversee summer compensation. Inform academics of eligibility for summer compensation, analyze EAF’s provided by fund managers for accuracy and compliance and in collaboration with the Dean’s office process summer salary payments. 7. Monitor Postdoctoral Scholars experience levels to ensure compensation is in alignment with approved salary level. Update UCPath as needed.

10%

Human Resources/Benefits Administration

1. Manage the onboarding process for all academic employees, which includes I-9 processing in I-9 Tracker and establishing and maintaining instructions and checklists as tools for employees going through the hiring process. 2. Serve as the departmental benefits representative answer questions or seek resolution on their behalf when appropriate. 4. Identify and process all necessary transactions associated with leaves (FMLA, sabbaticals, etc.) 5. Ensure performance evaluations are conducted annually for Postdoctoral Scholars and a written evaluation is received before renewal of appointment. Prepare and maintain internal tracking system to monitor Postdoctoral Scholar experience and compensation levels, updating appropriately.

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 related area and / or equivalent experience / training

Required

1. Working knowledge of UCLA academic personnel and payroll policies, procedures, and processes.

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

3. Analytical ability in interpreting policies and procedures and the ability to accurately convey information verbally and in writing.

4. Demonstrated skill in setting priorities, which accurately reflect relative importance of job responsibilities to complete work in a timely manner when there are frequent interruptions, changes in workload, and competing deadlines.

5. Excellent interpersonal skills to communicate and interact effectively, courteously, and diplomatically with individuals or groups representing various backgrounds and at various levels in the organization.

6. Ability to communicate effectively using appropriate grammar and vocabulary. Skill in writing clear, concise, logical, and grammatically correct forms, correspondence, and memos.

7. Demonstrated ability to operate a personal computer and various office- related software (such as Microsoft Word, Excel, Access, Outlook, etc.) -

8. Ability to think critically to review detailed dossiers, payroll data, and other materials to catch discrepancies and inaccuracies.

9. Demonstrated listening skills to accurately understand instructions and to carry out related tasks.

10. Demonstrated ability to work independently with minimal supervision, take initiative, problem-solve, and follow-up to completion.

11. Skill in systematically organizing and maintaining materials, information, and files (electronic and physical) to effectively accomplish duties and tasks

Required

12. Skill in using other UCLA on-line systems, such as UCPath, Dossier database, UC Recruit, OPUS, Interfolio, I-9 Tracker, dossier database, UC Oats, and TRS

13. Working knowledge of UCPath to process a wide range of personnel and payroll transactions according to University procedures

14. Demonstrated knowledge of and skill in using UC systems to generate pay accurately and by established deadlines

15. Working knowledge of University healthcare benefits and eligibility requirements, as well as other benefits, such as FMLA, as they pertain to academic employees.

16. Demonstrated skill in computing ratio rates and percentages to process monthly payroll.

17. Knowledge of University fund accounting systems and ability to review and understand accounting documents and ledgers.

18. Working knowledge of University policy and Federal regulations concerning confidentiality of records. Ability to handle confidential and sensitive information with discretion.

19. Working knowledge of Cognos/CDW to pull reports from UCPath.

20. Working knowledge of alien tax information, immigration, and employment requirements

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:

Hershey Hall

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.