SENIOR PERSONNEL ANALYST

ACAD PERSONNEL ANL 4 (004856)

UCPath Position ID: 40064719

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1112317

Approved Date:

11/26/2024 4:04:50 PM

Date Last Edited:

11/26/2024 4:04:46 PM

Last Action Effective Date:

10/1/2016

Organization Details

Business Unit (Location):

LACMP

Organization Code:

6200O

Organization:

CHANCELLOR'S ORGANIZATION              

Division Code:

6210D

Division:

CHANCELLOR'S ORGNZTN DIV               

Department:

381200 - ACADEMIC PERSONNEL

Position Details

UCPath Position Number:

40064719

Position Description ID

170838

UC Payroll Title:

ACAD PERSONNEL ANL 4 (004856)

Business Title:

SENIOR PERSONNEL ANALYST

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:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40039495

Reports to Payroll Title:

ACAD HR MGR 2

UCPath Department Head Position Number:

40057953

Department Head Payroll Title:

ACAD HR MGR 3

DIRECTION - Indicates that the incumbent establishes procedures for attaining specific goals and objectives in a broad area of work. Only the final results of work done are typically reviewed. Incumbent typically develops procedures within the limits of established policy guidelines.

POSITION SUMMARY

Provides high level analytical services and administrative management to the Vice Chancellor for Academic Affairs and Personnel, the Assistant Vice Chancellor for Academic Affairs and Personnel, and the Director of Academic Affairs and Personnel. The incumbent independently analyzes complex and often unique academic personnel dossiers and works with campus stakeholders to ensure compliance with academic personnel processes and procedures. The incumbent serves as one of the central points of contact on campus for policy and process questions and directly provides analysis and solutions to campus stakeholders. Serves as a subject matter expert for AAPO with expertise in high-stakes personnel actions. 

NSF/Unit 18 Dossier Management

1. Manage the NSF/Unit 18 dossier review process for the Academic Affairs and Personnel Office. Serve as the subject matter expert for the academic personnel office on the series.

2.Analyzes academic personnel appointment and review files and identify and provide guidance to dean’s office academic personnel staff on necessary corrections prior to submission to either the Council for Academic Personnel or the Vice Chancellor for Academic Affairs and Personnel.  (E)

2. Utilize advanced skills and knowledge of campus-wide academic personnel polices to provide guidance, training, and direction to academic personnel staff in departments and deans offices on campus procedures and the collective bargaining agreement.

3. Analyze academic personnel appointment and review files and identify potential procedural issues. Review and discuss with the Director and Assistant Vice Chancellor of Academic Affairs and Personnel

4. Utilizes extensive experience and judgment, determines which materials according to policy are deemed confidential and purged from the file prior to forwarding the file to the next reviewing agencies. The on-going, critical analysis provided by the incumbent is imperative to the process especially as the candidate and reviewing agencies add documents to the file throughout the process. (E)

5. Prepare background information for management for

labor/management meetings, information requests and bargaining positions. (E)

6. Attend grievance meetings and labor management meetings as necessary with Labor Relations. (E)

7. Work closely with Labor Relations to resolve issues before they arise to grievance level. Prepare and compile background information and documentation for all grievances. Assist department chairs and administrators to administer and interpret the MOUs. (E)

45%

LPSOE/PSOE Dossier Management

1. Manage the PSOE/LPSOE dossier review process for the Academic Affairs and Personnel Office. Serve as the subject matter expert for the academic personnel office on the series.

2.Analyzes academic personnel appointment and review files and identify and provide guidance to dean’s office academic personnel staff on necessary corrections prior to submission to either the Council for Academic Personnel or the Vice Chancellor for Academic Affairs and Personnel.  (E)

2. Utilize advanced skills and knowledge of campus-wide academic personnel polices to provide guidance, training, and direction to academic personnel staff in departments and deans offices on campus procedures and the APM.

3. Analyze academic personnel appointment and review files and identify potential procedural issues. Review and discuss with the Director and Assistant Vice Chancellor of Academic Affairs and Personnel

4. Utilizes extensive experience and judgment, determines which materials according to policy are deemed confidential and purged from the file prior to forwarding the file to the next reviewing agencies. The on-going, critical analysis provided by the incumbent is imperative to the process especially as the candidate and reviewing agencies add documents to the file throughout the process. (E)

15%

NSF Professional Development Awards

1. Coordinate the Non-Senate Faculty Professional Development Fund Program. (E)

2. Work with the UC-AFT and Vice Chancellor for Academic Affairs and Personnel to convene a committee. (E)

3. Administer the approved payments. (E)

4. Prepare final report on awards, recipients and expenditures. (E)

5%

Administrative Projects

1. In consultation with Director and AVC for Academic Affairs and Personnel and in conjunction with other senior staff, conduct annual reviews of The UCLA CALL to ensure correct language and alignment (as applicable) to the systemwide APM and current collective bargaining agreements.

2. In conjunction with other senior staff, monitor use of electronic faculty information systems (Opus, UCOATs, etc.) by department and deans office academic personnel staff to provide advice, guidance, and necessary, trainings on system use.

3. In conjunction with other senior staff, assess the campus-wide academic personnel training courses and recommend updates/additions/changes on an annual basis to the Director and AVC for Academic Affairs and Personnel. Identify gaps in trainings and process to recommend new organizational procedures and practices to the Director and AVC for Academic Affairs and Personnel.

4. Serve on systemwide workgroups on an ad hoc basis for the UCLA Academic Affairs and Personnel Office using high level knowledge base on the specialized topics under review.

20%

Academic Coordinator/Academic Administrator Dossier Management

1. Manage the Academic Coordinator/Academic Administrator dossier review process for the Academic Affairs and Personnel Office. Serve as the subject matter expert for the academic personnel office on the series.

2.Analyzes academic personnel appointment and review files and identify and provide guidance to dean’s office academic personnel staff on necessary corrections prior to submission to the Vice Chancellor for Academic Affairs and Personnel.  (E)

2. Utilize advanced skills and knowledge of campus-wide academic personnel polices to provide guidance, training, and direction to academic personnel staff in departments and deans offices on campus procedures and the APM.

3. Analyze academic personnel appointment and review files and identify potential procedural issues. Review and discuss with the Director and Assistant Vice Chancellor of Academic Affairs and Personnel

4. Utilizes extensive experience and judgment, determines which materials according to policy are deemed confidential and purged from the file prior to forwarding the file to the next reviewing agencies. The on-going, critical analysis provided by the incumbent is imperative to the process especially as the candidate and reviewing agencies add documents to the file throughout the process. (E)

15%

•

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

Working knowledge and hands-on application of the UC Path system to verify status of faculty (i.e. rank, step, and department) and retrieve other information

Preferred

Demonstrated superior interpersonal and oral communication skills to establish and maintain professional working relationships with others at all levels on campus. Also, to effectively convey and exchange sensitive and confidential information on a one-to-one basis, or with a committee

Required

Excellent organization skills to efficiently organize materials and set priorities with frequent interruptions, conflicting deadlines and continuously changing workload.

Required

Demonstrated ability to work as a member of team in a team-oriented work environment in a proactive manner. Willingness to assume partial workload of other team members during absences or peak periods.

Required

Skill in handling extremely confidential materials with utmost discretion.

Required

Working knowledge of Opus/Interfolio.

Preferred

Excellent writing and editing skills in crafting concise, logical and grammatically correct correspondence. Skill in organizing material and information in a systematic way under sequential deadlines to optimize accuracy and efficiency.

Required

Demonstrated skill in understanding complex information and data and synthesizing to concise review for presentation to committees and others.

Required

High level knowledge of academic personnel policies and procedures as outlined in The UCLA CALL.

Preferred

High level knowledge of systemwide collective bargaining agreements.

Preferred

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:

Murphy Hall, 3rd floor, Suite 3109

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.