HR Generalist 2

HR GENERALIST 2 (007595)

UCPath Position ID: 40112987

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

703334

Approved Date:

2/19/2026 6:22:32 PM

Date Last Edited:

2/19/2026 6:22:26 PM

Last Action Effective Date:

7/1/2023

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE

Division Code:

1311D

Division:

L&S UNDERGRADUATE EDUCATION

Department:

052000 - UNDERGRADUATE EDUCATION ADMINISTRATION

Position Details

UCPath Position Number:

40112987

Position Description ID

164877

UC Payroll Title:

HR GENERALIST 2 (007595)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 20

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

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:

40063461

Reports to Payroll Title:

HR SUPV 2

UCPath Department Head Position Number:

40053429

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.

POSITION SUMMARY

Under the supervision of the HR Director, the HR Generalist 2, works as a team member within the Undergraduate Education Administration HR Team.  The Administration unit provides financial and human resources services and assistance to units within the Division. The Division of Undergraduate Education is part of the UCLA College, and is comprised of nine departments and numerous programs which all develop and provide programs and services for UCLA's undergraduate students. The HR Generalist is responsible for processing the staff, academic, and academic apprentice personnel and payroll activities inclusive from hire to separation, for an active employee population that varies during the fiscal year between 400 to 700 employees.   The incumbent supports and coordinates personnel, payroll and benefits activities for the following Undergraduate Education units: New Student Programs, the Honors Program, Undergraduate Education Administration, two Undergraduate Research Centers, Undergraduate Information Technology, and various private and federally-funded grants.  Major duties include: Process bi-weekly and monthly paid employee payroll and personnel transactions for assigned units utilizing UCPath, PTR (Payroll Time Reporting), and TRS (Time Reporting System) on-line and web-based systems, follow up on discrepancies and adhere to all University personnel and payroll policies and procedures and applicable labor contracts.  Provide superior customer service support to assigned units and employees in resolving personnel and payroll issues and train unit support staff on personnel and payroll policies and procedures.     Serve as back-up preparer reviewer for personnel/payroll online transactions as assigned by Director of Personnel.  Conduct new hire orientation and exit interviews.  Review and analyze payroll and personnel reports for compliance with applicable policies and procedures and resolve issues identified in reports.  Assist the Director with on-going special projects. 

Human Resources Manangement

Employment:

A1. Manage new hire/rehire, leaves of absence, separation and retirement actions for staff, academic, ASE, and casual restricted student staff. (E)

A2. Provide data analysis to department management and unit heads in all areas concerning HR. (E)

A3. Manage on-boarding process for assigned units to ensure complete and accurate processing of all required forms, establish Glacier records for non-resident employees, fingerprinting/background checks, and FLSA alignment. The assigned units hire several hundred people each year and work is fact paced, especially at the start of each quarter. (E)

A4. Audit all HR related transactions processed in the department to ensure compliance with academic, staff and academic apprentice policies and procedures, and applicable union contracts.

A5. As part of off-boarding process, advise employees and provide appropriate information concerning COBRA, unemployment insurance, retirement plans, final payouts, etc.

A6. Serve as I-9 initiator for units this position supports.

Employee and Labor Relations:

A6. Advise managers and employees regarding the proper channels for dispute resolution. Recommend and effect resolutions concerning complex employee relations matters including grievances, layoffs, dismissals and other separations. (E)

A7. Remain current on changes in bargaining unit contracts, policy and procedure changes, legal updates in order to advise staff in the division. (E)

A8. Communicate HR and Payroll related policies, announcements and concerns department wide. (E)

Compensation and Benefits:

A9. Manage reclassification requests of staff in assigned units. (E) A10.Provide first-line counseling concerning University benefit plans, leaves of absence and workers compensation. Advise employees about available resources and confer with College HR, CHR, Risk Management, and labor relations to resolve problems and complex issues. (E)

A11. Work with managers to develop and submit job descriptions, referrals, and reports. Monitor student worker funding balances on the Financial Aid website. (E)

40%

Payroll Management and Administration

B1 . Prepare and submit all phases of biweekly and monthly payroll for all staff in assigned units with the Division of Undergraduate Education. This includes processing and reviewing UCPath transactions, review and maintenance of time reporting records in accordance with University policy. (E)

B2. Analyze data in the Time Reporting System (TRS) to ensure it is compliant with federal, state law and/or the appropriate University Policy or bargaining unit contract. B3. Identify HR trends seen in payroll data, asses and formulate resolutions, recommendations, to advise leadership (E)

B4. Reconcile biweekly and monthly payroll transactions for all units, taking corrective actions when necessary. (E)

B5. Utilize CDW Personnel Reports to ensure employee job data is compliant with University policies, current payroll practices, etc. (E)

B6. Manage the stipend and tuition remission process for ASEs via Go Grad Fellow Ship Award Transmittal. (E)

20%

Academic Personnel

C1. Manage the academic personnel process for the Unit 18 series, Academic Administrator series, Academic Coordinator series, Teaching Assistants, Graduate Student Researchers, Joint and Split Faculty Appointment requests for the Faculty titles for units this position supports.

C2. Create and maintain database that tracks eligibility for Merits, Promotions, reappointments for the Unit 18 series, Academic Administrator series, and Academic Coordinator series.

C3. Interpret the Unit 18 Lecturer MOU, APM, Academic Apprentice Manual to provide guidance to Chairs/Directors as well as staff regarding the policies governing the Unit 18 titles, Academic Administrator series, Academic Coordinator series, and Teaching Assistant series.

C4. Initiate dossier process and submit all Appointments, Merits, Promotions, and reappointments for Unit 18 series, Academic Administrator series, and Academic Coordinator series using UC Recruit, OPUS, and Interfolio systems in a timely manner to the Dean’s Office.

C5. Initiate UCPath to accomplish all academic personnel transactions (i.e. Initial Appointments, Merits, Promotions, recalls, additional compensation, retroactive payment requests).

C6. Serve as academic personnel representative for academic employees and answer general questions regarding the contract, policies and procedures governing the specific titles.

C7. Serve as department representative for all academic employees regarding leaves (i.e. FMLA, Leave of Absence, Jury Duty, etc.).

C8. Serve as department liaison between departments and campus AAPO and Labor Relations.

C9. Attend trainings (CHR / College Dean's Office / Academic and Affairs Personnel Office) to inform Directors/Chairs regarding important updates and information regarding the Unit 18 series, Academic Administrator series, and Academic Coordinator series.

C10. Be responsible for managing employee grievances, representing the department in related meetings, and responding to audit inquiries from the Union, CHR, AAPO.

30%

Other Administrative Tasks

D1. Special projects, including analysis and reporting, for HR Manager or Associate Dean for Administration when needed. (E)

D2. Analyze monthly reports and keep track of limited employees in order to advise managers on workforce planning. Advise managers on the 1000-hour limit, accordingly. (E)

D3. Monitor all career employees vacation hours and notify if nearing or over max vacation. (E)

D4. Manage personnel files according to HR best practices and University, state and federal requirements. (E)

D5. Initiate and participate in the development of systems and procedures for a variety of administrative functions at unit and divisional level. (E)

D6. Back up and support when Human Resources Director and/or HR Team Members are out. (E)

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

Minimum of 3–5 years of progressively responsible experience in human resources, payroll, or academic personnel administration, preferably in a higher education environment.

Required

Demonstrated experience managing academic personnel actions, including appointments, reappointments, promotions, and academic apprentice transactions for Unit 18 series, Academic Administrator series, Academic Coordinator series, Teaching Assistants, Faculty series, in compliance with University policies and labor contracts.

Required

Proven expertise in HR and payroll systems, such as UCPath, PTR (Payroll Time Reporting), TRS (Time Reporting System), JDXpert, iCIMS, UC Recruit, OPUS/Interfolio with strong attention to accuracy and regulatory compliance.

Required

Experience working with unionized staff and academic employees and having able to interpret and apply specific labor contracts to personnel actions, payroll issues, and grievance resolution.

Required

Academic Personnel Certificate

Preferred

Ability to function effectively with multiple deadlines, changing priorities and frequent interruptions while handling a fluctuating workload.

Required

Working knowledge of University policies and procedures regarding personnel and payroll.

Preferred

Experience using the UCPath (PeopleSoft), Payroll Time Reporting (PTR) systems, and other online systems (ICIMS, JDXpert, Jasmine, GoGrad, CDW, DocuSign, and Zoom).

Required

Working knowledge of word processing, spreadsheet, and database software (i.e. Word, Excel, and Access).

Preferred

Working knowledge of University Work-Study Programs including policies and procedures and ability to recruit, hire, train, supervise and evaluate student staff.

Required

Working knowledge of the Fair Labor Standards Act (FLSA) and the differences in reporting time between exempt and non-exempt employees.

Required

Ability to serve as functional unit resource to Directors, Managers, and support staff in explaining personnel and payroll policies and procedures, and in utilizing capabilities of data management systems.

Required

Experience utilizing the Academic Personnel Manual to include faculty merit, appraisal and promotion process.

Required

Working knowledge and experience analyzing and applying Unit 18 MOU, CALL, APM, Academic Apprentice Manual.

Required

Ability to assist with academic employee grievances, participate in related meetings, and provide guidance on resolution in accordance with University policy.

Required

Detail oriented and ability to prioritize workload to ensure job completion with competing deadlines. Ability to work independently and following through on assignments and deadlines.

Required

Demonstrated experience managing academic personnel actions, including appointments, reappointments, promotions, and academic apprentice transactions for Unit 18 series, Academic Administrator series, Academic Coordinator series, Teaching Assistants, Faculty series via Recruit/OPUS/Interfolio in compliance with University policies and labor contracts.

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

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

CANRA: The position is designated as a mandatory reporter under CANRA. The employee must sign the "Statement Acknowledging Requirement to Report Child Abuse".

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Murphy Hall

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.