Human Resources Supervisor 2

HR SUPV 2 (007700)

UCPath Position ID: TBD_941418

Position Description History/Status

Approved Date:

6/25/2026 12:11:46 PM

Date Last Edited:

6/25/2026 12:11:41 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1600O

Organization:

BASIC BIOMEDICAL SCIENCES              

Division Code:

1610D

Division:

BASIC BIOMEDICAL SCIENCES DIV          

Department:

230100 - MICROBIOLOGY, IMMUNO & MOLECULAR GENETIC

Position Details

UCPath Position Number:

TBD_941418

Position Description ID

255458

UC Payroll Title:

HR SUPV 2 (007700)

Personnel Program

Management and Senior Professional (MSP)

Salary Grade:

Grade 24

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

C: Supervisor - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40881053

Reports to Payroll Title:

ADMIN MGR 2

UCPath Department Head Position Number:

40881053

Department Head Payroll Title:

ADMIN MGR 2

GENERAL DIRECTION - Indicates that the incumbent receives guidance in terms of broad goals and overall objectives and is responsible for establishing the methods to attain them. Generally the incumbent is in charge of an area of work, and typically formulates policy for this area but does not necessarily have final authority for approving policy.

007715

ACADEMIC HR ANALYST 3 - Academic Personnel Coordinator

2

007596

HR GENERALIST 3

1

007595

HR GENERALIST 2

2

POSITION SUMMARY

The Department of Microbiology, Immunology, and Molecular Genetics is a large and complex organization (Basic Biomedical Sciences Org) that is a part of both UCLA Health (David Geffen School of Medicine) and the College of Letters & Science (Life Sciences Division). The department supports 300+ academic and staff employees (over 200 academic employees, including 31 ladder faculty, 40 postdoctoral scholars, 75 academic apprentice employees, and 100+ staff and student employees) that are mostly represented, and are recruited, appointed, and promoted via different (UCLA Health and Campus) processes, systems, and compensation plans, depending on the classification. 

Reporting to the Financial Analyst Manager 1, the Manager of Academic Personnel and Human Resources is responsible for interpreting, communicating, and implementing UC employment policies and UC, UCLA Health, and UCLA College of Letters and Science procedures; complying with collective bargaining agreements; and developing and administering departmental procedures related to recruitment, on-boarding, compensation, career development, training, performance management, employee and labor relations, incentive/recognition programs, payroll, leaves of absence, and workers compensation and disability claims.

The incumbent works closely with two separate Dean's Offices and manages MIMG's academic personnel, staff HR, and payroll offices (5 FTEs) that handle an annual payroll of approximately $26 million, consisting of state general funds; UCLA Health Sciences compensation plan funds; federal, state, local, and private research grants; gifts and endowments; summer sessions revenue; student fee remissions; graduate and undergraduate work study programs; and fellowships. In conjunction with the department's Vice Chair of Academic Personnel and with direct supervision of two, Academic HR Analyst 3s, oversees academic actions including appointments, promotions, merits, dossiers, and searches for tenure, non-tenured faculty, and other academic appointments. Manages the hiring and processing of Visiting Graduate Researchers (VGR's), Graduate Student Researchers, Academic Student Employees, Postdoctoral Scholars, and visa processing. Evaluates, develops, and implements personnel procedures and training to support the department.

The Manager of Academic Personnel and Human Resources provides leadership and oversight for the department and is vital to the functions of the organization, its operations, and for meeting the department's mission. Provides timely and accurate decision-making and direction to staff to streamline workflow, improve efficiency, and minimize delays and errors. Provides analysis on existing system-wide, campus, and UCLA Health and Campus academic and staff policies, procedures, and initiatives, and provides recommendations on internal practices and controls, key performance indicators, and/or alternative procedures as appropriate in order to meet short- and long-range plans set by the University. Produces monthly headcount reports to CAO. Establishes and implements controls to organize, administer, and monitor bi-weekly and monthly compensation cycles and employment.  

The MIMG department’s mission is to provide the highest quality research and education possible in the fields of Microbiology, Immunology and Molecular Genetics, informed by diverse scientific viewpoints. To meet this goal, we shall foster an inclusive climate and recruit a diverse group of scientists, educators, and students, who will address the most relevant problems in microbial pathogenesis, host cell biology, immune defense, and the host-pathogen interface.

Human Resources and Academic Personnel Management

A1. The Manager of Academic Personnel and Human Resources is responsible for management for all HR, Academic Personnel, and payroll matters related to faculty, academic appointees, staff, student personnel for the Dept  of MIMG. Directly & through subordinates, ensure all personnel & payroll actions including hiring, career staff, faculty merits & promotions, terminations, changes in employment status, visa processing, benefits, time reporting & processing are in compliance with all applicable federal, state UCOP & UCLA regulations.(E) A2. Interpret academic & staff personnel policies & procedures & other external regulations with respect to departmental actions & advise Chair, CAO, CFO, faculty, managers & other administrators on faculty & staff compensation issues.(E)

A3. Ensure all ladder faculty & academic actions are reviewed for eligibility for promotions, appraisals, merits & other salary reviews & are submitted, recorded properly in accordance to academic personnel policies & procedure, the DGSOM (for regular faculty & researchers), the College (for staff, postdoctoral scholars, ASEs, and student employees), APO guidelines and deadlines. Evaluate & communicate policy changes & practices related to recruitment, hiring, promotions, merits, Health Sciences Compensation Plan Salary Plans and Scales, joint appointments, etc.(E)  A4. Establish & maintain internal control systems that meet compliance with internal & external policies & procedures & sound business practices. Oversee personnel actions impacting restricted fund sources & in collaboration with Manager of Financial Services/CFO, direct staff on complexities regarding personnel actions & fiscal responsibilities.(E)A5. The Manager of Academic Personnel & Human Resources is responsible for managing the dept staff salary programs. Works closely with CAO, College HR Director, Associate Dean of Life Sciences. Responsible for administration of staff reclassifications, equity increases & all organizational recruitment activities for staff positions. Advises PI's, CAO, CFO, managers & other administrative & research staff about required policies and procedures.(E)  A6. Ensure leave of absences (FMLA, LOA, sabbaticals) for faculty, staff & all academic appointees are evaluated, monitored & properly recorded for compliance & accurate usage.(E)

A7. Audit HR actions to ensure appropriate action related to hires, funding sources, leaves, separations. Ensure accurate AWE approvals of UCPath/UCPay transactions, documents & reports to ensure accuracy, appropriateness, compliance. Direct staff to effect corrections as appropriate.(E)

A8. Evaluate & communicate policy & contract changes & practices related to recruitment, hiring, classification of career & limited employees in various  bargaining units. Provide information to the CAO, CFO, Faculty on human resource matters related to APM, UCLA The Call, PPSM, and multiple bargaining units contracts (BX, CX, UAW, RX, TX, SSAP, etc.) governing the employment relationship between the University & its employees.(E)A9. Responsible for management of positions on JDXpert. Adhere to UCLA Health, College, and CHR policy and procedures and advise hiring managers/supervisors with matters regarding classification, salaries, etc. Confer with Compensation or Employment when necessary.(E)  A10. Advise CAO & Chair on sensitive academic & staff personnel matters & issues impacting Dept goals & resources.(E) A11. As Dept representative interface with other UC/UCLA units, including DGSOM, College, APO, Campus, College Human Resources, Compensation, Employee, Labor Relations, Division of Graduate Education, UCPath CRU, among others, to resolve employment, compensation, benefits, labor relations, tenure & other issues impacting faculty & staff.(E)

A12. Plan & develop ASE fee remission processing schedules with TA Coordinator & Staff Personnel Specialist Teaching Assistants & Graduate Researchers. Generate Fee Deferrals in the Division of Graduate Education web site when appointment decisions are delayed causing fee remission processing to miss quarter submission deadlines. Audit non-compliance issues & resolve accordingly.(E) A13. Maintains responsibility for management of all personnel and payroll records. Comply with regulations & policies & laws regarding proper retention, storage, release of personnel related records & information. Direct contact for requests of information.(E)

A13. Maintains responsibility for management of all personnel and payroll records. Comply with regulations & policies & laws regarding proper retention, storage, release of personnel related records &  information. Direct contact for requests of information.(E) A14. Develop & foster positive working relationships within the University as example to staff on creating positive working environment.(E)

A15. Collaborate with CAO, CFO, or work independently on issues related to the strategic planning & allocation of human resources.(E) A16. Advise CAO, CFO, and other Department Administrative Staff on implementation & changes of personnel & payroll system updates (such as UCPath/UCPay, OPUS).(E)

55%

Supervision

B1. Directly supervise 3 FTE Staff: 2 Academic Personnel Officers and 1 HR Generalist 3. B2. Hire, train, manage staff responsible for recruitment, benefits, compensation, payroll, terminations, layoffs, FMLA actions, staff & academic actions, performance reviews & any other personnel & payroll activities with the scope of designated offices. Ensure adequate staffing & cross-training of staff to provide efficient service to the dept. Ensure staff is properly trained in interpretation of policies.(E)

B3. Evaluate HR staff performance, provide annual written performance evaluations for each direct staff report employee, make recommendations for improvement & take necessary disciplinary action when performance does not meet satisfactory. Provide appropriate staff development opportunities &  ensure that staff are properly trained for tasks to which they are assigned; mentor staff to further develop growth and career goal advancement within the University.(E) B4. Analyze, develop & implement direct workflow processes of units to ensure office operations and goals are met. Responsible for sufficient staffing in all offices.(E)

25%

Payroll Administration

C1. The Manager of Academic Personnel and Human Resources is responsible to ensure the processing of payroll for the entire faculty, staff, student appointments. Actions are to be accurately processed on time & with minimal errors. Directly & through subordinates ensure policies, procedures &  guidelines are implemented & internal processes function optimally to meet & comply with state, federal & University policies.(E)  C2. Review, establish, and work with department units to comply with established Campus, DGSOM & College practices. Establish systems for control and evaluation of compliance.(E)

C3. Working directly with CAO, Graduate Student Advisor, TA Coordinator & through subordinates ensure the proper allocations of the temporary instructional budget for Lecturers & TAs.(E)  C4. Identify problems & guidance & efficient solutions. Verify compliance.(E)  C5. With direct supervision of Payroll & Academic Personnel Coordinators, ensure all staff & academic transactions in TRS and UCPath/UCPay are submitted by established deadlines & that paychecks are accurate.(E)

10%

Organizational Development

D1. Manage & lead employee engagement by planning quarterly internal staff events; All-Staff meetings, professional development, holiday, team building & other community-building activities.(E) D2. Provides leadership & training in the development of in-house departmental facilitators for broader access to training & development opportunities.(E) D3. Partners across organization to build & enhance performance & assessment tools, training.(E) D4. Responsible for creating a culture of continuous learning & best practices implementation w/strong bias for performance, customer partnership, cross-functional communication & collaboration. Develops team performance management.(E) D5. Develop employee-oriented culture emphasizing quality, continuous improvement, key employee retention.

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

Demonstrated understanding of the organizational and operating structures of a University and its administrative units, academic departments and research labs.

Required

Excellent strategic planning, leadership, organizational skills to manage human resources and payroll in a large, academic and research organization at a major university.

Required

Ability to supervise and evaluate performance for staff. Interpersonal skills to create an environment of cooperation, teamwork and motivation for staff.

Required

Demonstrated management skills with ability to relate to a diverse operation and supervision of exempt and non-exempt, represented and non-represented employees including organizing workflow, delegation of responsibilities, training, disciplinary actions, and evaluating effectiveness.

Required

Demonstrated ability to establish and maintain cooperative supervisory and working relationships with faculty, staff, research staff and students.

Required

Demonstrated ability to communicate effectively to provide information and consultation to faculty, administrators, staff and students.

Required

Ability to maintain strict confidentiality of sensitive information.

Required

Demonstrated leadership ability to analyze complex issues and take appropriate action.  Ability to use independent judgment, having awareness and insight into problems as they occur, being able to respond in an expeditious manner.

Required

Ability to develop and implement ideas in which to improve the various duties and tasks including ability to evaluate and develop solutions. Highly motivated, organized and capable of managing by objectives with a broad perspective of organizational purpose and needs.

Required

Ability to work independently, prioritize assignments and follow through with minimal direction. Demonstrated ability to establish priorities, organize work, achieve objectives with deadlines. Able to perform effectively under conditions of fluctuating workload.

Required

Detailed knowledge of Academic Personnel Manual (APM), UCLA's The Call, Personnel Policies for Staff Members (PPSM), and multiple bargaining units and contracts (BX, CX, RX, TX, and others) sufficient to advise faculty and staff on all aspects of the employment relationship between the University and its employees.

Preferred

Demonstrated knowledge of policies, procedures, methods and systems, such as UCPath/UCPay, TRS, JDXpert, iCIMs, OPUS, Academic Recruit and ERS in academic and staff human resources and payroll administration associated with the functional responsibilities.

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.

COVID and Flu Vaccinations: The position is subject to providing evidence of inoculation.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

1602 Molecular Sciences Bldg

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.