Staff HR & Academic Personnel Staff

HR GENERALIST 2 (007595)

UCPath Position ID: TBD_941049

Position Description History/Status

Approved Date:

3/19/2026 5:59:17 PM

Date Last Edited:

3/19/2026 5:59:14 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE

Division Code:

1380D

Division:

INSTITUTE OF THE ENVIRONMENT

Department:

215500 - INST OF ENVIRONMENT AND SUSTAINABILITY

Position Details

UCPath Position Number:

TBD_941049

Position Description ID

252607

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:

40918080

Reports to Payroll Title:

ACAD HR ANL 3

UCPath Department Head Position Number:

40060380

Department Head Payroll Title:

DIRECTOR

GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines.

POSITION SUMMARY

The Staff HR & Academic Personnel Specialist provides primary support to the Staff HR & Academic Personnel Manager and the Chief Financial and Administrative Officer for the Institute of the Environment & Sustainability, supporting both Staff Human Resources and Academic Personnel functions. Staff HR responsibilities include managing recruitment and onboarding processes—such as creating job descriptions in JDXpert, posting positions in ICIMS, drafting offer letters and contracts, processing transactions in UCPath, and coordinating new staff orientation—as well as processing payroll actions for career staff, undergraduate students, and graduate students. The role also maintains accurate personnel records and databases for all appointments and remains current on campus and University of California employment policies, procedures, and applicable Collective Bargaining Agreements (CBAs) to ensure departmental compliance.

Academic Personnel responsibilities include assisting with the preparation and assembly of academic dossiers, updating and maintaining IoES' internal people database, preparing offer letters for Academic Student Employees (ASEs) and Graduate Student Researchers (GSRs), and supporting the processing and onboarding of academic appointments, including faculty, academic researchers, academic administrators, project scientists, postdoctoral scholars, ASEs, GSRs, and visiting academic appointees. Additional duties include processing visa documentation for non-resident employees and providing general administrative support as needed.

The Institute of the Environment and Sustainability moves science to action on the front lines of environmental progress. Using Los Angeles and California as a testbed, IoES develops solutions for the broader world—and our commitment to effective communication ensures that those ideas are heard. With our research centers and field stations, plus extensive partnerships across UCLA, IoES has local, national and global reach. We work closely with campus leaders such as the Emmett Institute on Climate Change, the Luskin Center for Public Policy and the Anderson School of Management. These collaborations bring together diverse talent to focus on today’s most urgent environmental problems.

Staff HR

 • Draft positions descriptions on JDXpert

 • Post positions in ICIMS

 • Draft offer letters and contracts

 • Process transactions in UCPath

 • Coordinate new staff orientation and onboarding

 • Process payroll actions for career staff, undergraduate students, and graduate students

 • Maintain accurate personnel records and databases for all appointments

 • Remain current on campus and University of California employment policies, procedures, and applicable Collective Bargaining Agreements (CBAs) to ensure departmental compliance

30%

Academic Personnel

 • Assist with the preparation and assembly of academic dossiers

 • Update and maintain internal people database

 • Prepare offer letters for Academic Student Employees (ASEs) and Graduate Student Researchers (GSRs)

 • Support the processing and onboarding of academic appointments, including faculty, academic researchers, academic administrators, project scientists, postdoctoral scholars, ASEs, GSRs, and visiting academic appointees

 • Visa processing

30%

Training

 • Attend all Staff HR and Academic Personnel trainings to stay current on policies and procedures.

 • Participate in trainings related to specific systems and functions, including UCPath, OPUS, JDXpert, ICIMS, FMLA, Workers’ Compensation, and others as applicable.

 • Complete additional trainings as needed to support job responsibilities.

15%

Other duties

 • Support department events

 • Support IT needs coordination

 • Support building and space management needs

 • Support transportation management needs

 • Support safety management needs

25%

0%

•

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

Proficiency using MS Word, Excel, and Outlook

Required

Ability to prioritize job functions to meet deadlines, ensure smooth workflow and handle multiple tasks simultaneously and with equanimity

Required

Ability to compose, edit and proofread materials using proper grammar, syntax and punctuation

Required

Ability to communicate clearly and effectively

Required

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

Required

Ability to establish and maintain cooperative working relationships with coworkers, faculty, all levels of campus and University administration and the general public

Required

Demonstrated analytical skills to review detailed work for critical inaccuracies

Required

Working knowledge of University administrative and personnel-related policies and procedures, and bargaining unit contract provisions, sufficient to advise faculty, staff, students, postdoctoral scholars, and visitors.

Preferred

Skill in organizing and maintaining accurate and complete personnel records and filing systems.

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.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

300 La Kretz 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.