Senior Human Resources Generalist

HR GENERALIST 3 (007596)

UCPath Position ID: 40198347

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1124723

Approved Date:

6/27/2026 9:33:48 PM

Date Last Edited:

6/27/2026 9:33:43 PM

Last Action Effective Date:

1/22/2024

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:

40198347

Position Description ID

166564

UC Payroll Title:

HR GENERALIST 3 (007596)

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:

40044501

Reports to Payroll Title:

ACAD HR SUPV 2

UCPath Department Head Position Number:

41051550

Department Head Payroll Title:

HR MGR 1

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 direction of the Manager of Human Resources & Academic Personnel, the Senior Human Resources (HR) Generalist provides comprehensive, analytical, and operational support across a broad range of human resources and payroll functions. The role supports career, contract, limited, and casual/restricted appointments within the School of Education & Information Studies (SE&IS), which includes two academic departments, 16 research centers, multiple faculty research initiatives, three Infant–12th grade schools, and two external partnership schools.

The Senior HR Generalist independently administers the full lifecycle of staff personnel actions, including appointments, job changes, separations, and leave of absence processes. The incumbent is responsible for monitoring and analyzing workforce and payroll transactions to ensure compliance with applicable federal, state, and University of California policies and procedures. This role exercises sound judgment in identifying issues, assessing risk, and determining appropriate corrective or escalation actions.

Serving as a primary HR contact for an assigned portfolio of SE&IS departments, research units, faculty, and staff, the incumbent provides guidance on both routine and complex HR matters. Responsibilities include advising on recruitment strategy and execution, onboarding, personnel administration, and payroll processes, ensuring a high level of service and a positive customer experience. The Senior HR Generalist applies strong analytical skills to resolve problems, interpret policy, and recommend solutions that align with organizational goals and compliance requirements.

The incumbent collaborates closely with internal and external partners, including Campus Human Resources (Compensation, Employment, and Employee & Labor Relations), Insurance & Risk Management, the Dashew Center, the UCPath Center, and other campus stakeholders, to address employment-related matters and facilitate timely resolution of issues.

Additional responsibilities include supporting the interactive process for workplace accommodations, advising on benefits eligibility and options, and administering leave programs in coordination with central offices. The Senior HR Generalist ensures accurate and timely processing of related transactions while providing clear guidance to employees and managers.

This position requires the ability to interpret and apply complex policies, manage competing priorities, maintain strict confidentiality, and operate with a high degree of independence, initiative, and professionalism.

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.

Human Resources Management & Administration

1. Interpret and administer University policies and procedures related to staff employment, including recruitment, compensation, employee and labor relations, and payroll. (E)

2. Advise managers and supervisors on HR policies, appointment types, and associated requirements to ensure appropriate classification and compliance with established processes. (E)

3. Serve as a departmental UCPath initiator; ensure accuracy and completeness of transactions prior to approval and proactively resolve or escalate data discrepancies. (E)

4. Independently process and manage personnel actions in UCPath, including appointments, reappointments, salary actions (merits, equity adjustments), stipends, and promotions. (E)

5. Manage onboarding for career, contract, and limited employees; deliver orientation and ensure timely access to required systems and resources. Provide backup support to HR team members as needed. (E)

6. Manage the full lifecycle of staff appointments, including benefits eligibility, prior service credit, leave accruals, position changes, and separations. (E)

7. Establish and maintain internal controls to ensure timely collection, accuracy, and retention of employment documentation; escalate complex or non-routine actions as appropriate. (E)

8. Provide guidance on applicable personnel policies and collective bargaining agreements (PPSM, CUE/Teamsters, UPTE, UAW), ensuring compliance and consistent application across units. (E)

9. Serve as liaison with the Dashew Center for international staff appointments; monitor visa timelines, ensure documentation accuracy, and coordinate submission and follow-up.

10. Act as liaison between the School and campus partners (Campus HR, Insurance & Risk Management, EH&S, etc.) to resolve HR-related matters. (E)

11. Develop and implement tools, resources, and standard operating procedures to improve efficiency, standardize practices, and strengthen internal processes. (E)

35%

Recruitment & Staffing

1. Manage end-to-end recruitment and onboarding processes for staff positions; develop and implement compliant, equitable search practices, including screening, interviewing, and special designation requirements (e.g., recall, preferential rehire). (E)

2. Manage recruitments in JDXpert and iCIMS, including requisition review/approval, updates, closing documentation, and recommendations for recruitment outreach strategies. (E)

3. Advise managers on recruitment strategy, candidate assessment, and interviewing best practices, ensuring compliance with Equal Employment Opportunity standards and applicable policies. (E)

4. Develop and implement recruitment training, tools, and resources (e.g., interview guides, templates, outreach strategies) to promote consistency and compliance. Proactively partner with hiring managers to reinforce best practices. (E)

5. Provide oversight and guidance on recruitment-related communications, including offer letters and disposition notices; issue communications on behalf of units as needed. (E)

6. Write, review, and advise on job descriptions; analyze scope and alignment, recommend updates or review, and ensure completeness and compliance prior to submission for formal review. (E)

7. Recommend appropriate classifications and appointment types based on job scope, required competencies, budget, terms of employment, and organizational needs. (E)

8. Consult with hiring managers to define position scope and requirements; guide development or revision of job descriptions using established templates and comparable roles. (E)

9. Analyze job descriptions and associated skills, knowledge, abilities, and competencies (SKACs); provide recommendations to ensure alignment with role scope and organizational standards. (E)

10. Review and coordinate exceptional employment actions (e.g., dual employment, recall, waivers of recruitment, policy exceptions); compile and prepare documentation for senior leadership review and ensure alignment with institutional requirements. (E)

11. Partner with units to align recruitment and staffing materials (job descriptions, organizational charts, recruitment plans) with campus standards and best practices. (E)

30%

Employee & Labor Relations

1. Consult with Campus Employee & Labor Relations (ELR) on routine and complex employee relations matters; assess risk, determine appropriate actions, and escalate issues as needed. (E)

2. Apply and interpret collective bargaining agreements (CBAs), PPSM, and applicable policies to ensure compliance; proactively identify and address actions that may not align with contractual or policy requirements. (E)

3. Participate in labor relations meetings; communicate updates, analyze impacts, and advise managers on implementation and compliance considerations. (E)

4. Support the grievance process, including participation in Step One meetings; draft responses in collaboration with ELR and ensure adherence to timelines and procedural requirements. (E)

5. Participate in investigations and fact-finding processes; gather and analyze information, document findings, and coordinate next steps in consultation with ELR. (E)

6. Advise managers and supervisors on employee relations issues, including performance management, disciplinary actions, and conflict resolution, ensuring consistent application of policy and best practices. (E) 

7. In consultation with AP & HR Manager and LR, manage employee relations cases, such as performance management escalations, corrective actions under union contracts, conflict resolution between employees and supervisors, and sensitive workplace conduct concerns; determine appropriate interventions and coordinate with ELR as needed. (E)

8. Address complex compliance scenarios, including potential violations of CBAs, inconsistent application of policy, and cases involving overlapping issues (e.g., leave, disability, or performance); assess risk and recommend corrective actions. (E)

9. Support pre-disciplinary and disciplinary processes, including preparing documentation, aligning actions with policy and CBA requirements, and ensuring equitable and defensible outcomes. (E)

15%

Payroll Management

1. Independently manage and administer complex payroll operations, including routine and non-routine transactions (e.g., merit pay, stipends, severance, intercampus transfers), ensuring accuracy, compliance, and adherence to payroll deadlines. (E)

2. Monitor, audit, and analyze payroll and employment data using UCPath, CDW, and TRS; identify trends, assess risk, and resolve complex discrepancies (e.g., overpayments, retroactivity, adjustments) in coordination with UCPath and CRU. (E)

3. Interpret and apply federal, state, and University payroll policies; provide expert-level guidance and training to employees and leadership to ensure consistent, compliant practices across units.  (E)

4. Develop and deliver targeted payroll training, tools, and communications; disseminate system and policy changes (e.g., UCPath, TRS) and serve as a subject matter expert for payroll and timekeeping practices. Periodically host training sessions for individuals or groups on updates and policy changes. (E)

5. Evaluate payroll processes and internal controls; recommend and implement improvements to enhance efficiency, mitigate risk, and ensure alignment with organizational goals and compliance standards. (E)

10%

Human Resources Compliance

1. Manage staff contract administration in iCIMS, including contract amendments and extensions; ensure accuracy, compliance, and timely communication of next steps. Prepare and coordinate exceptional extension requests and required approvals. (E)

2. Manage the background check process; ensure proper designation of critical positions and confirm clearance prior to employee start dates. (E)

3. Monitor and enforce required training compliance through the Campus Learning Management System (LMS); track completion, notify units of non-compliance, and escalate issues as appropriate. (E)

4. Administer CANRA compliance across assigned units; ensure required training completion and proper distribution and collection of mandated forms in accordance with policy. (E)

5. Manage I-9 processing and tracking; ensure timely completion, monitor employment authorization expirations, notify employees of upcoming deadlines, and coordinate reverifications and rehires as needed. (E)

6. Review and audit monthly staffing and payroll reports using CDW; identify upcoming actions (e.g., end dates, probationary periods, work authorization expirations, status changes) and implement solutions to ensure compliance and process efficiency. (E)

7. Manage performance evaluation processes (probationary and annual); develop and maintain systems to track completion and ensure full compliance with institutional requirements. (E)

5%

Benefits & Leave Management

1. Stay abreast of and maintain a deep understanding of University benefits programs, retirement plans, and eligibility; guide employees to appropriate UCPath self-service actions (e.g enrollment, open enrollment, retirement elections, etc.) and ensure compliance with applicable policies and procedures. (E)

2. Provide advising on benefits options and retirement plan tiers, ensuring employees understand available choices and enrollment requirements. (E)

3. Independently manage all aspects of Leaves of Absence (FMLA, disability, personal leave); interpret federal, state, and University policies and apply collective bargaining provisions as appropriate. (E)

4. Advise and train managers and supervisors on leave entitlements, processes, and compliance requirements; provide clear guidance when leave needs arise. (E)

5. Conduct leave counseling with employees and managers; communicate rights, responsibilities, and next steps, and provide required documentation and resources. (E)

6. Develop and implement tools and resources to standardize and streamline leave administration processes. (E)

7. Analyze leave and accommodation requests; determine appropriate actions, including escalation, initiation of the interactive process, return-to-work planning, and coordination of workers’ compensation claims. Escalate cases of unresponsive employees or complex leave issues to the Manager as necessary. (E)

8. Serve as departmental HR representative in the interactive process; apply disability management policies to facilitate reasonable accommodations in coordination with campus partners. (E)

9. Advise employees and supervisors on workers’ compensation policies and procedures; facilitate documentation, claims processing, and coordination with relevant campus units. (E)

10. Ensure retiring employees are appropriately referred to Campus Human Resources and receive required UCRP retirement information prior to separation. (E)

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

Bachelor's Degree

in related area and/or equivalent experience/training

Required

Minimum of 5-7 years

of experience in Human Resources and/or payroll

responsibilities or equivalent combination of relevant

experience. Preference for HR/Payroll within a University

setting.

Required

Experience working with unionized workforces.

Required

Experience with conflict management and/or mediation.

Preferred

Advanced knowledge of University Personnel and Payroll policies, procedures, and organizational structure. Advance knowledge and experience in using UCLA systems including UCPath, Online Financial Systems Reports (OFSR), Campus Data Warehouse (CDW), People Admin, and other campus personnel and fiscal tools

Preferred

Demonstrated working knowledge of the personnel processes related to staff appointments, promotions, changes in titles/types of appointments, and appointment limitations.

Required

Superior writing and editing skills sufficient to compose and edit correspondence and emails that are professional, clear, concise and grammatically correct. Experience and knowledge with MS Word, PowerPoint and Excel.

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 to prioritize and adjust a heavy workload to meet deadlines. Demonstrate the ability to determine the relative importance of job responsibilities to meet these deadlines.

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

Advance organizational skills to maintain materials and information in a systematic way. Demonstrated ability to maintain confidentiality and acute attention to detail.

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

Excellent interpersonal skills with the ability to interface effectively with persons of various social, cultural, economic and/or educational backgrounds to obtain and convey information, interpret complex policies and procedures and resolve conflicts. Ability to respond to customer needs and expectations in a supportive and professional manner, with attention to promptness and a focus on solutions.

Required

Skill working independently with ability to follow through on assignments with minimal supervision. Ability to independently analyze complex problems and determine the appropriate course of action with in applicable policies and procedures.

Required

Experience in synthesizing information, interpreting policies and processes as well as informing others with clarity and accuracy of details.

Required

Working knowledge of University health plans, FML, Leave of Absence, retirement plans, and other employee benefits.

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.

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 Travel

Ability to work on-site at UCLA's Campus a minimum of 2 days per week with additional days as needed for operational needs.

Required

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.