Academic and Staff Personnel Manager

ACAD HR ANL 3 (007715)

UCPath Position ID: 40087839

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1106651

Approved Date:

8/8/2024 12:34:25 AM

Date Last Edited:

8/8/2024 12:34:14 AM

Last Action Effective Date:

4/1/2022

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE                    

Division Code:

1340D

Division:

L&S PHYSICAL SCIENCES                  

Department:

096500 - ATMOSPHERIC AND OCEANIC SCIENCES

Position Details

UCPath Position Number:

40087839

Position Description ID

165733

UC Payroll Title:

ACAD HR ANL 3 (007715)

Business Title:

Academic and Staff Personnel Manager

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:

40791070

Reports to Payroll Title:

ADMIN MGR 1

UCPath Department Head Position Number:

40132744

Department Head Payroll Title:

DEPARTMENT CHAIR

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

0

0

POSITION SUMMARY

Academic and Staff Personnel Manager is responsible for all academic personnel actions and review process and other academic personnel matters for the Department of Atmospheric and Oceanic Sciences (AOS) for close to 100 current Faculty, Adjuncts, Researchers and Project Scientists as well as Postdoctoral Scholars and miscellaneous academic appointments such as lecturers, visiting scholars, and academic administrator.  Act as the primary department resource for personnel dossiers for all academic appointments and coordinate the search process for new faculty and other academics in consultation with the CAO.  Manage the academic new hires and reappointments, merits and promotions, summer ninths, stipends, leaves and sabbaticals, time reporting, and oversee the securing of visa process.  Serve as primary benefits representative for all academics and staff.The incumbent is responsible for all functions pertaining to staff personnel and academic apprentice personnel including hire and separation and benefits counseling. Other responsibilities include updating faculty change in UCPath and Opus; handling of personnel timesheets (time reporting); act as a liaison between Academic Personnel Office and Postdoc Office. Research, analysis, interpretation, and implementation of Staff and Academic Personnel policy and procedure in compliance with Academic Personnel Manual guidelines, The CALL, and Deans' Office APO; act as departmental advisor to CAO and Chair on academic and staff personnel-related issues. Compile and organize data for reports as requested by the Chair and the CAO. Use sophisticated computer applications, both software and on-line systems, to manage information and complete tasks.  Coordinate and manage recruitment process.

The Department of Atmospheric and Oceanic Sciences is an academic unit within the Division of Physical Sciences where research and teaching address  the most important scientific issues of our time:  Climate & Weather, Chemistry & Radiation, Oceanography, Space Physics, and Biogeochemistry.  It is a vibrant community of teachers and scholars.

Academic Personnel Administration

1. Create/maintain departmental database and independently manage the complete academic personnel process for all faculty, researchers, project scientists, postdocs, and other personnel with peripheral academic title. (E)  2. Develop/maintain a comprehensive project management system, with guidelines and checklists, to ensure accuracy, effectiveness, clarity and adherence to University regulations and protocols. (E)  3. Manage departmental academic review process including joint appointees within the Division of Physical Sciences and other Divisions of the College. 4. Keep abreast of academic personnel policies, procedures and guidelines; advise chairs, faculty and CAO of important changes. Serve as primary resource for specific requirements in The CALL and the APM, and benefits. Identify actions that deviate from policy, and recommend appropriate alternative solutions. (E)  5. Notify eligible faculty and other academic appointees of procedures for reappointment, merit, promotion, etc. Establish the review process, establish ad hoc review committees, timelines, identify and gather all necessary materials, and circulate them for review. Solicit outside letters of evaluation, developing and maintaining efficient tracking system for follow-up. Serve as liaison between faculty and personnel committees for matters of clarification, additional information, etc. (E)  6. Generate teaching evaluation chart for all faculty undergoing reviews. Generate drafts and compile final documents of review materials for faculty and other academic appointee actions, including correspondence, charts/graphs, and spreadsheets; oversee and maintain electronic voting process, carefully monitor and record results. (E)  7. Prepare dossiers in required format and submit to dean's office to meet College deadlines. Follow up on outstanding case. Resolve any problems that arise. (E)  8. Update Interfolio and the OPUS database with faculty and other academic appointee eligibility for merit increases, promotions, appraisals, five-year reviews, sabbatical and administrative leaves, and salary histories. Develop and maintain spreadsheets reflecting overall status and pending personnel actions of faculty, researchers, and visitors. Update electronic teaching records. (E)  9. Interpret academic personnel policies and procedures and provide advice to the Chair/CAO and ad hoc committees. Develop and maintain complete and accurate departmental academic personnel files, paper and electronic. Maintain faculty, researcher and other academic rosters and listservs. (E)  10. Independently manage all temporary and miscellaneous appointments including researchers, project scientists, academic specialists, adjuncts, lecturers, visiting scholars, etc. Advise chair and manager about appropriate titles, and policies/procedures governing represented and non-represented appointments. Follow up to ensure timely completion and resolve any issues. (E)  11. Maintain a calendar of all academic personnel deadlines and ensure that the department, all academics are aware of and prepare for upcoming actions. Generate statistical information for Chair as required, using spreadsheet and database software. (E)  12. Work with Dashew Center (International Office) to secure the proper visas needed for alien faculty employment. In conjunction with the UCPath/CRU, determine if a tax treaty covers alien faculty members. (E)  13. Track and pay out Faculty Summer/Administrative Ninths, Stipends, Housing Allowance payments, and Sabbaticals. Ensure all appointments are entered into UCPath accurately. (E)  14. Serve as benefits rep for academic personnel and staff and academic apprentice personnel to provide first-line counseling. Confer with the College Academic Personnel office and Campus Human Resources to resolve problems and complex issues. (E)

70%

Personnel and Payroll Operations

Academic Personnel/Payroll: 1. Initiate academic personnel actions in UCPath system to process merits and promotions, summer salaries, stipends, salary adjustments and/or retroactive pay, faculty sabbaticals, fellowships, leaves and administrative releases. (E) 2. Coordinate with fund managers to determine funding sources, available funding for researcher renewals, process frequent revisions as funding sources change throughout the year, and process payroll transfers as necessary. Review UCPath reports regularly, research discrepancies and maintain detailed spreadsheets to resolve all payroll issues as necessary. (E) 3. Coordinate hiring of adjuncts, researchers, project scientists, Postdocs, lecturers, and all visiting or other temporary academic appointments and payroll in UCPath. (E) 4. Process Summer salary comp, including participating faculty in NSTP. (E) 5. Oversee sabbatical leave requests; maintain spreadsheet of all faculty members' sabbatical leave credits; update Chair with responses for request for sabbatical leaves; submit completed forms and statements to Dean's office; enter approved sabbatical leave information in UCPath; if any faculty members have more than 30 allowable credits, arrange for letter to be sent to the Dean and VC for request to extend beyond the maximum. (E) 6. Create efficient systems to enhance management of academic personnel actions processing; develop and maintain spreadsheet of all academic personnel records with respect to eligibility for promotion, appraisals, merits, salary histories, sabbatical credits. Keep master calendar of academic personnel action deadlines; inform Chair of actions necessary to meet deadlines. (E)  Staff Personnel: 1. Counsel all new hires regarding benefits and their eligibility relating to employee's assigned classification and percent of time worked. (E) 2. Disseminate benefits changes with employees on an on-going basis and during open enrollment. (E) 3. Ensure new employees enroll in benefits via UCPath during period of initial eligibility. (E) 4. Counsel employees on benefit changes and eligibility based on employment status changes. (E) 5. Prepare, coordinate and submit necessary forms for all staff including new hires, rehires, separations, and transfers, lay-offs and terminations. (E) 6. Ensure compliance with University Policy and Procedures, State and Federal guidelines and adhering to UCPath policy and procedures and following CHR guidelines and protocols. (E) 7. Act as a liaison to Campus Human Resources, Work Study Office, and UCPath/CRU to coordinate appropriate procedures to individual actions. (E) 8. Keep track and take necessary actions to avoid appointment expirations and autocareer. (E) 9. Confer with supervisor on staff personnel-related issues such as release of casual employees, counseling of career employees, layoff guidelines and practices, and refer complex legal issues to supervisor. (E) 10. Provide orientation to all new staff personnel regarding policies, benefits, and create and maintain personnel files for all new hires. (E)  Staff Payroll: 1. As a DTA, monitor timesheets approvals for biweekly and monthly payroll. Adhere to timesheet deadlines. (E) 2. Troubleshoot and investigate all payroll problems and take necessary actions to ensure inaccurate checks are corrected and special checks are issued as necessary. (E) 3. Ensure that new employees are assigned timesheets in TRS. (E) 4. Consult with fund manager and report all staff and academic vacation and sick leave usage on a monthly basis. (E) 5. Develop tracking and reporting systems for operations to improve the allocation and application of labor resources. (E) 6. Run DOPE reports and analyze payroll reporting data to identify problems, ensure accuracy of reporting, and reduce errors in UCPath entry. Run UCPath reports regularly to identify problems. (E)

25%

Faculty Recruitment & Hiring

1. Coordinate faculty searches and hiring process for all ladder track, temporary faculty, researcher and other academic appointments in AOS. Provide support to search committees and advise chair, vice chair, faculty and manager about proper procedures to maintain compliance with University and College regulations and affirmative action guidelines. (E)  2. Update UCRecruit to launch search for open positions; create and post advertisement materials; prepare appropriate documentation to substantiate affirmative action compliance as required. Supervise communications with job applicants and ensure applications are complete; collect and compile all application materials, and coordinate faculty online review process. Close out all postings accurately and completely, and in a timely manner. (E)  3. Prepare confidential materials for search committee and chair as needed. Oversee voting process. Initiate hiring forms and creation of dossier, and compose recommendation letters to be submitted to dean's office. (E)  4. Develop and conduct orientation sessions for new faculty, researchers, and other academic appointees. (E)  5. Verify that all aspects of the search are in conformance with College as well as UCLA's Office of Equity, Diversity and Inclusion (EDI) office, including submitting the Faculty Search Forms to the Vice Chancellor's Office in accordance with deadlines. Develop statistical reports on applicant pool for approvals as required. (E)  6. Process faculty housing allowance and submit relocation expenses for reimbursement. (M)  7. Prepare new hire forms and submit to University HR and Payroll Services. (E). 8. Provide guidance to new faculty regarding their future academic personnel actions. (E) 9. Complete special projects, tasks and requests assigned by Chair/CAO including but not limited to those that are personnel-related in nature. (E)  10. Other duties as assigned. (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

or equivalent experience/training

Required

Demonstrated skill in working as part of a team and collaborating with colleagues.

Required

Skill in interacting with persons of various social, cultural, economic, and educational backgrounds. -

Required

Ability to establish and maintain cooperative working relationships with students, faculty, staff, and various administrators. -

Required

Ability to work independently and follow through on assignments with minimal direction. -

Required

Ability to solve problems, research solutions, and identify departmental and university resources. -

Required

Ability to organize and coordinate faculty meetings, commencement and other meeting necessary for the Department. -

Required

Detailed working knowledge of on-line personnel and payroll system and personnel forms; University on-line Payroll system; ability to process on-line entries and forms required to accomplish various academic personnel transactions. -

Preferred

Broad based and detailed working knowledge of Departmental and University policies and procedures, specifically: The Call, Academic Personnel Manual, UCLA Policies and Procedures Manuals, Affirmative Action.

Preferred

Knowledge of where to go within the organization for needed information and the ability to judge what information should be passed on to different levels of management. -

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:

Math Sciences 7127

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.