Sr. Academic Human Resources & Payroll Analyst

ACAD HR ANL 3 (007715)

UCPath Position ID: 40053043

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

703470

Approved Date:

5/15/2025 5:21:47 PM

Date Last Edited:

5/15/2025 5:21:44 PM

Last Action Effective Date:

1/8/2024

Organization Details

Business Unit (Location):

LACMP

Organization Code:

2400O

Organization:

UCLA FIELDING SCHOOL OF PUBLIC HEALTH

Division Code:

2410D

Division:

PUBLIC HEALTH DIV

Department:

191500 - PUBLIC HEALTH

Position Details

UCPath Position Number:

40053043

Position Description ID

164893

UC Payroll Title:

ACAD HR ANL 3 (007715)

Business Title:

Sr. Academic Human Resources & Payroll Analyst

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:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40351009

Reports to Payroll Title:

ACAD HR SUPV 2

UCPath Department Head Position Number:

40064896

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 direction of the Assistant Director of Academic & Staff Human Resources, the Sr. Academic Human Resource and Payroll Analyst is independently responsible for all on-line personnel and payroll actions for faculty and other academic employees in Fielding School of Public Health. Responsibilities include but are not limited to: Analyzing which transactions to complete and when, prioritizing, and using the correct methodology, process and online systems such as UCPath, CDW, TRS, QDB and OPUS; coordinating all transactions and record keeping for faculty and other academic employees; maintaining electronic personnel information lists and reports, including accurate sabbatical accruals and history records; managing leaves of absence for postdoctoral scholars, graduate student researchers and academic apprentice appointees; coordinating and processing special compensation actions (NSP, summer ninths, summer sessions, etc.); troubleshooting and resolving issues with pay and benefits. Incumbent ensures all university and school academic polices are adhered to at all times and completes special projects as assigned.

Faculty and Academic Payroll

1. Perform all payroll activities associated with academic year full and part- time faculty and lecturers that includes NSP, additional/special pay and summer research employment and compensation for Fielding School of Public Health.

2. Oversee process and verify that requests for summer salaries comply with University policies; coordinate faculty research compensation with department administrators within and outside Fielding School of Public Health to ensure accurate and timely payment. In collaboration with Assistant Director, review faculty/academic payroll to ensure they are paid correctly and timely.

3.  Process payment of specialized faculty compensation, including administrative compensations for Deans, Chairs, Directors, and Interdepartmental Program Heads; one-time payments for faculty,  and other academics, inter- campus transfers and miscellaneous academic services.

4.  Interpret and validate compensation details from various UC sources and forms to ensure processing of academic and faculty compensation for multiple components of pay details are entered accurately and in a timely manner into UCPath.

5.  Generate and monitor various monthly personnel and payroll reports using CDW and QDB. Also generate ad-hoc payroll and personnel reports and reconcile academic payroll as needed or requested.

6.  Serve as primary liaison with UCPath Center, Central Resource Unit, and other offices as it relates to academic personnel and payroll actions.

7.  Analyze and identify personnel, benefit or payroll problems by auditing records, reconciliation of issues, and if necessary correction of personnel, wage and benefit accrual and pay issues in collaboration with the employee, department financial and management, UCPath Center, UCLA CRU, and occasionally Extramural Fund Management when effort reporting is affected by anomalies.

8.  Maintain current knowledge regarding the NIH CAP Rate in order to process NSP and Summer Ninths payments accurately.

9.  Assist as needed in training department staff in regards to EARs and Summer salary compensation.

10.  Prepare detailed faculty income verification as requested.

11.  Coordinate and process faculty teaching and teaching support appointments and compensation for summer sessions.

12.  Confirm that all summer session salary is paid appropriately.

13.  Act as a liaison with the Summer Sessions Office for faculty and lecturer appointments.

14.  Enter Special Pay for Faculty (recruitment/retention allowances) as directed.

15.  Oversee the administration of all personnel and payroll activities related to Postdoctoral Scholars.

16.  Serve as expert resource in Fielding School of Public Health regarding postdoctoral scholar appointments.

50%

Academic Personnel

1.  Working with five departments, multiple centers, and other central offices, analyze, coordinate, and process to completion all academic transactions in UCPath including new hires, reappointments, promotions, merit increases, and any other related actions.

2.  Coordinate position management in UCPath for non-FTE faculty. Work with Director in coordinating position management for FTE faculty.

3.  Process faculty sabbatical/leave forms by entering in UCPath and maintain credit and usage log.

4.  Monitor policy compliance and process transactions for part-time lecturer and adjunct appointments and reappointments.

5.  Maintain salary history records.

6.  Coordinate onboarding of Visiting Scholars with departments.

7.  Verify employment eligibility for Faculty and other Academics in accordance with University policy (e.g. I-9 process, Oath/Patent form).

8.  Serve as liaison for problems pertaining to academic and benefit programs. Trouble shoot and problem resolution for faculty and other academics.

9.  Maintain various academic/faculty information and tracking Lists (e.g. faculty by department list, waiver option list, etc.). (E)  Maintain postdoc progression spreadsheet and coordinate annual review process in April and October.

45%

Other Duties

1. Collaborate with FSPH Team in developing new processes, process improvement, job aids and process guides, website updates, form updates and other issues/projects as needed.

2.  Train other FSPH HR staff to provide back-up on Academic Personnel Payroll and UCPath actions as as needed.

3.  In collaboration with Assistant Director, train other FSPH department administration staff as needed in relation to processing HR tasks for faculty and other academic populations.

4.  In collaboration with the Director, manage Iron Mountain account by requesting file pickups and delivery and coordinate annual purge of files.

5.  Authorize Photo Identification Card Applications for all FSPH faculty and other academic appointees for the UCLA Health Security Office.

6.  Other projects and duties as assigned by the Director and Assistant Director.

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 combination of education and experience / training

Preferred

Strong written and oral communication skills.

Required

Knowledge of University personnel policies and practices, and public employment laws in California.

Preferred

Demonstrated skill in analyzing and clearly communicating information, problems and issues.

Required

Demonstrated working knowledge of the academic personnel process related to faculty appointments, advancements and reviews.

Required

English writing skills to compose accurate, concise, grammatically correct policies, procedures, executive level documents and internal analytical reports

Required

Ability to work independently, prioritize assignments and follow through with minimal direction.

Required

Strong analytical, problem-solving, and interpersonal skills.

Required

Demonstrated working knowledge of, and proficiency in using UCPath, OPUS, Academic Recruit, Interfolio, Tracker I-9 and other UCLA campus personnel tools.

Preferred

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

Preferred

Intermediate to advanced excel skills

Preferred

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

Required

Demonstrated ability and judgment to deal with confidential and sensitive information with discretion and tact.

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

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

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

CHS 61-236

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.