Human Resources Generalist 2

HR GENERALIST 2 (007595)

UCPath Position ID: 41016291

Position Description History/Status

Approved Date:

10/20/2025 5:17:05 PM

Date Last Edited:

10/20/2025 5:17:03 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1150O

Organization:

UNIVERSITY CONSORTIUM OF SCHOOLS

Division Code:

1151D

Division:

UNIVERSITY CONSORTIUM OF SCHOOLS DIV

Department:

008000 - UCLA LAB SCHOOL, CORINNE A SEEDS CAMPUS

Position Details

UCPath Position Number:

41016291

Position Description ID

189079

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:

40036850

Reports to Payroll Title:

Admin Sup 2

UCPath Department Head Position Number:

40040564

Department Head Payroll Title:

Academic Administrator VII

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 Manager of Business Administration, the HR Generalist manages a wide range of HR, academic personnel, and payroll functions at the UCLA Lab School. This includes recruitment, hiring, leave administration, dossier review, payroll processing, and contract requests. The HR generalist ensures compliance with CANRA, tuberculosis screening, background checks, FERPA, and other employment requirements for all Lab employees, volunteers, and employees deployed to Lab from UCLA partner departments.  Incumbent is responsible for scheduling new employee orientation, volunteer hiring, and academic employee leave tracking. Incumbent consults with Consortium and Ed&IS AAPO offices as needed for review and approval of employment actions requiring higher level campus review and approvals.

The role involves supporting FMLA requests, worker's compensation incidents, accommodations for all of Lab School personnel, and personnel review processes for academic appointees. Additionally, the generalist is responsible for payroll administration for the academic population at Lab School, coordinating pay for substitute teaches, conducting data audits, and participates in special projects. They are the point of contact for on-boarding and off-boarding activities, ensuring accurate personnel records.

The position also involves timely and accurate payroll processing, ensuring compliance with federal, state, and UC policies. The generalist will use campus systems (e.g., CDW) to audit and resolve payroll and HR-related issues, collaborate with internal and external departments, and assist with new hire, transfer, and separation transactions in UCPath. They will also develop standard operating procedures, training materials, and staffing reports to support smooth departmental HR and payroll operations.

Housed under the newly developed University Consortium of Schools (previously PreK-12), the UCLA Lab School is an innovative school for children ages 4-12 and a laboratory for teachers and researchers in the School of Education & Information Studies (SE&IS) at UCLA. The Business Office manages and supports an annual budget of $15 million and manages over 90 academic and career employees, 30+ student workers, independent contractors, and volunteers.

Personnel

Management &

Administration

1.Coordinate the hiring and onboarding process for all Lab School employees, including draft and send correspondence pertaining to employment, i.e., offer letters, notices of decline, salary increase letters, welcome email, etc. and assist with routing documents via DocuSign to collect required signatures.

2. Request, initiate, process and oversee required new hire paperwork including CANRA compliance, FERPA, tuberculosis, background, etc. for all employees, volunteers and employees housed in Lab from partner departments. Maintain clear and up to date records for CANRA certification and training for employee and volunteer populations.

3. Initiate job description creation, reclassification requests, and job description changes for all employees via UCLA JDXpert system.

4. Manage recruitment process for staff and academics via iCIMS system and UC Recruit respectively, including arranging interviews, sharing candidate materials with hiring managers and search committees, selecting appropriate disposition reasons, and submitting closing documents. Using iCIMS, track and manage staff contract renewals and limited appointments to ensure employment contracts do not lapse.

5. Support employees in initial conversations regarding FMLA, Workers Compensation, disability management, benefits, and retirement. Administer leave of absence requests and route employees and documentation to appropriate campus offices for review and approval.

6. Understand and interpret University personnel policies surrounding payroll and employment so that the information can be relayed to hires, supervisors, fund managers, and/or other campus departments when needed.

7. Develop and maintain internal controls to ensure all employment documents, including hiring paperwork, are collected and filed in a timely manner. Maintain employee personnel files.

8. Stay abreast of campus benefits information and maintain an understanding of the benefits process and procedures to advise staff and academic employees of their options. Direct eligible employees 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 UC Policies.

9. Understand and apply University Personnel Policies for union and non-union represented titles within the UCLA Lab School. Apply policies as appropriate to assigned population.

10. Manage the academic personnel review process for appointments,

reappointments, merit increases, promotions, and contract renewals and track and maintain eligibility for personnel reviews for all academic employees.

11. Maintain accurate data in Opus for appointment tracking of all academic employees. Audit information on a regular basis to ensure information is up to date.

12. Manage academic recruitment process via the UC Recruit system. Administer updates in real time of recruitment efforts and close out recruitments appropriately. Communicate effectively with applicants and oversee interview scheduling.

13. Draft offer letters and reappointment letters for academic actions and disseminate in alignment with contractual deadlines.

14. Track and maintain time off requests for Demonstration Teachers via PurelyHR. Manually adjust usage count as per the IX contract side letter.

15. Manage substitute teacher process, including drafting offer letter and reappointment letters, collecting manual timesheets, and submitting appropriate hours and by-agreement pay to the appropriate payroll office for processing.

16. Liaise and collaborate with Ed&IS Academic Personnel Office where needed.

50%

Payroll

Management

1. Process payroll transactions including payroll administration, workforce administration, and absence management in the UCPath system for all academic positions at the UCLA Lab School. Transactions include but not limited to: hires, transfers, merit increases, appointment extensions, promotions, leave of absences, one-time payments, separations/terminations, payroll requests, etc.

2. Submit and track tickets via ServiceNow for payroll and other UCPath actions for staff employees for processing.

3. Monitor employment records and activity using University systems (UCPath, CDW, TRS). Process special payroll adjustments (late pay, retroactive adjustments, off cycle checks, overpayments) as necessary. Resolve and reconcile payroll discrepancies quickly and efficiently. This includes payroll transactions, over payments, payments owed, final payments, and accrual adjustments.

4. Serves as a primary point of contact for payroll related issues and serve as a point of contact for UCPath related questions. Submit ServiceNow and CRU (Central Resource Unit) cases as needed.

5. Research and analyze payroll related questions; communicate with employees, department, Central Campus units, and UC Path on problem resolution; interpret

campus policy and procedures.

6. Develop internal practices to track and maintain accrual earnings and usages and manual time reporting for academic titles that are not in TRS (Demonstration Teachers, Substitute Teachers). Manage the submission and reconciliation of By Agreement Hours for purposes of the Affordable Care Act (A.C.A.)

7. Apply payroll policies and concepts to perform complex analysis regarding pay processing adjustments, including retroactive pay, final pay, and overpayments for Academic personnel.

8. Run routine and consistent personnel reports in UCPath, Cognos, and other HR systems to audit the integrity and accuracy of data, and report on that data to the Manager of Business Administration.

30%

HR Operations &

General Support

1. Under the direction of the Manager of Business Administration, create presentations and informational materials covering a wide range of HR-related subjects and present them to employees.

2. Prepare and initiate staff compensation actions such as equity increases, stipends, dual employment requests, STAR awards, etc. Route requests for approval through appropriate campus offices, including the Consortium and Ed&IS APO Office.

3. Perform special projects and other duties as assigned by the Manager of Business Administration, Principal, and Administrative Leadership Team.

4. Monitor compliance reports for required trainings and license requirements to ensure the Lab School maintains compliance to campus standards. Collect CANRA forms from all academics and staff each year. Provide regular updates to Principal and Chief Operations Officer for the University Consortium of Schools of compliance reports for required trainings and certifications.

15%

Employee Orientation

1. Serve as point of contact for Lab School academic and non-academic employees on-boarding and off-boarding process. Ensure Lab School procedures to on-board staff (obtaining UIDs, Bruincard, email and system access, etc.) are followed.  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 Logon, Timesheet System, Learning Management

Systems, Mandatory Campus training, etc.).

2. Process off-boarding of all Lab School employees.

3. Ensure all UCLA on-boarding and off-boarding policies are implemented and follow the internal Lab School procedures to ensure consistency and policy compliance.

5%

•

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

2-5 years

Working in an administrative department with human resources responsibilities within the University System.

Preferred

Excellent written, verbal, and editing skills.

Required

Ability to make oral, group, and one-on-one presentation for the purposes of providing information, explaining policies and procedures, and answer questions.

Required

Ability work independently with minimal supervisor, using initiative and resourcefulness in performing and executing job duties with frequent interruption, distractions, and changing priorities and deadlines. Ability to work as a team using the same principles.

Required

Demonstrated skill in analyzing and resolving problems that require both independent thought and action and resourcefulness in consulting others as appropriate.

Required

Demonstrated organizational skills to work effectively within a complex and rapidly changing environment, to simultaneously manage a wide range of responsibilities, and to perform a variety of duties with frequently changing priorities and deadlines.

Required

Working at minimum intermediate knowledge of word processing, spreadsheet, (including formula and chart development) and database management applications for desktop computers, such as Word, Excel, Outlook, PowerPoint.

Required

Ability to read and interpret contracts and agreements.

Required

Ability to work responsibly and accurately with detailed information including: financial data and calculations, contract clauses and performance dates, and other numeric and narrative information.

Required

Ability to learn, apply and disseminate UC human resources and academic personnel policies and procedures as well as University policies and procedures and external regulations as needed.

Required

Ability to exercise good judgment and high level of confidentiality.

Required

Acute attention to detail.

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.

TB Test: Continued employment is contingent upon the completion of a satisfactory TB test.

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:

UCLA Lab School

•

Computer

•

Phone

•

Online software

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.