Academic Personnel Coordinator

ACAD HR ANL 2 (007714)

UCPath Position ID: 40960017

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1136854

Approved Date:

8/15/2024 8:54:09 PM

Date Last Edited:

8/15/2024 8:54:06 PM

Last Action Effective Date:

11/16/2022

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE                    

Division Code:

1350D

Division:

L&S SOCIAL SCIENCES                    

Department:

092500 - DEPARTMENT OF GENDER STUDIES

Position Details

UCPath Position Number:

40960017

Position Description ID

167502

UC Payroll Title:

ACAD HR ANL 2 (007714)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 20

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

1 - Staff: Contract

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40061891

Reports to Payroll Title:

ADMIN MGR 1

UCPath Department Head Position Number:

40736807

Department Head Payroll Title:

DEPARTMENT CHAIR

SUPERVISION - Indicates that the incumbent performs a variety of routine duties within established policies and procedures or by referral to the supervisor’s guidelines.

POSITION SUMMARY

Under the direction of the Rolfe Chief Administrative Officer, and the Rolfe Academic Personnel Manager, the Academic Personnel Coordinator facilitates academic personnel matters for five Social Sciences departments, which include the Departments of African American Studies, Asian American Studies, Communication Studies, Gender Studies, and American Indian Studies. With a primary focus on lecturers, adjunct faculty, postdocs, and visiting academic titles, the incumbent also assists the AP Manager with academic personnel matters related to the ladder faculty academic review process. The AP Coordinator enters hiring and payroll transactions in UCPath, reconciles payroll ledgers, problem-solves payroll-related issues, and serves as UCPath Initiator.  The incumbent prepares offer letters and administers hiring and payroll transactions related to Summer Sessions hires.  Provides information about benefits to faculty, and secures visas as necessary. Serves as a backup for the hiring of academic apprentices (ASE titles including GSR, Reader, TAs, Tutor).The incumbent interprets policies and procedures related to the employment of temporary faculty and above-mentioned titles; adheres to UC and UCLA policies and procedures, College of Letters & Science policies and procedures, labor agreements, and Federal and State laws and regulations. Enforcement of these policies, procedures, regulations, and audit requirements are all critical and require close oversight.  Serves as the back-up for the Rolfe Academic Personnel Manager. Provide analytical support and complete special projects for the CAOs and Chairs as required.  This position is hybrid, and can be conducted primarily as remote work.

Under the Supervision of the Academic Personnel Manager, the Academic Personnel Coordinator facilitates academic personnel matters, with a focus on responsibility for Lecturer Appointments, for five Social Sciences departments, which include the Departments of African American Studies, Asian American Studies, Communication Studies, Gender Studies, and American Indian Studies.

Academic Peronnel

A1. Assist the Academic Personnel Manager in maintaining multiple departmental databases of academic actions for faculty, researchers, lecturers, adjuncts, project scientists, specialists, and academic visiting titles. Maintain complete and accurate personnel files and records for all employees, both electronic and hard copy, as needed. (E)  A2. Assist with appointment and reappointment process for academic appointments using required systems for proper tracking and submission, e.g. UC Recruit, Opus, Interfolio. (E)  A3. Assist with departmental academic review process including split/joint appointees within the Division of Social Sciences, other Divisions of the College, and other campus departments. (E)  A4. On an annual basis, assist with determining eligibility for normal merits/promotions for academic personnel. Review eligibility lists with Academic Personnel Manager and department chair. Establish timelines, inform eligible candidates and confirm actions in accordance with academic policies/procedures outlined in the Academic Personnel Manual (APM) and The CALL. (E)  A5. Organize dossier information, review and edit materials, generate teaching evaluation charts, and assist faculty in using Interfolio for promotion/merit reviews. Ensure compliance with the Academic Personnel Office and the College of Letters and Science Toolkit for academic review. (E)  A6. As directed by the AP Manager, advise eligible ladder faculty on the compilation of dossiers, their rights for the current review, applicable deadlines, appropriate materials to submit, and relevant university policies and procedures for the academic personnel process. (E)  A7. Ensure that submission of dossiers is completed timely according to deadlines established by the College of Letters and Science. (E)  A8. Interpret academic personnel policies and procedures and provide advice to the department chair/CAO and ad hoc committees. Generate statistical and general information for the department as required, using spreadsheet and database software. (E). A9. Assist with leaves, including FML paperwork and documentation for academic titles. (E)

50%

Visa Administration

B1. Assist with visa process for international employees and visitors requiring J-1 visas. Initiate appropriate actions and liaise between faculty sponsors, employees/visitors, and DCISS to process applications and required documents. (E)  B2. Interpret policies, procedures and requirements. Remain informed about changing policies and advise faculty principal investigators and visitors concerning visa and tax regulations, tax treaty forms, etc. (E)  B3. Assist with visiting scholar/researcher process. Analyze individual circumstances to identify which visitors require a visa; advise employees, visitors and faculty regarding appropriate visa, specific visa procedures, required documents, processing timeline and overall process. (E)  B4. Coordinate with visitors and DCISS to collect and process necessary documents in order for visa to arrive in a timely manner. Troubleshoot problems, advise on guidelines, and follow up promptly to resolve issues. (E)  B5. Maintain accurate database to monitor expiration of active visas and work authorizations for visitors and employees. Manage extensions/renewals, and inform appropriate individuals of any follow-up actions needed. (E)

10%

Academic Payroll

C1. Using UCPath, Opus, UC Recruit, and Interfolio, initiate hiring, merits, promotions and other personnel actions for temporary and permanent academic appointments under the direction of the AP Manager. Assure accuracy of information using documentation and other sources. (E). C2. Track and pay out faculty housing allowances, summer salary, stipends, and sabbaticals. Advise temporary faculty and lecturers of pay schedules and amounts. (E)  C3. In coordination with the AP Manager, department fund managers, coordinate processing of summer salary and respective funding sources. Manage and process salary corrections in UCPath including, but not limited to, overpayments and underpayments. (E)  C4. Audit departmental personnel and payroll transactions for accuracy. Troubleshoot and investigate payroll inconsistencies and errors, e.g. invalid accounts, overpayments, non-issuance of checks, etc., and take corrective action when necessary. Process direct retros as needed, following University and extramural funding agency guidelines. (E)

30%

Recruitment

D1. Submit academic recruitment advertisements to publications in compliance with diversity initiatives. Advise ad hoc search committee of deadlines and ensure that they are met. (E)  D2. Work with departmental staff to verify that all aspects of academic searches are in conformance with College APO's faculty diversity office (E)  D3. Use UC Recruit to initiate and manage search process. (E)

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 or equivalent experience/training

Required

Experience in Academic Personnel

Experience in Academic Personnel

Required

Skill in analyzing information, problems, situations, practices and procedures to correctly define issues, identify relevant concerns, recognize alternatives and implications, and formulate logical and objective solutions. Ability to exercise independent judgement and solve problems.

Required

Excellent interpersonal skills to establish and maintain cooperative working relationships with faculty, staff, students, campus administrators, visitors, and outside agencies. Ability to interact with persons of various social, cultural, economic and education backgrounds.

Required

Ability to communicate verbally and in writing, using appropriate vocabulary and grammar to obtain and clearly convey information concerning complex policies and procedures. Superior writing skills to produce clear and grammatically correct business correspondence.

Required

Ability to follow through on assignments with minimal direction. Demonstrated ability to work independently and perform a variety of tasks with frequent interruptions and distractions as well as fluctuating workload and competing deadlines.

Required

Discretionary judgment to handle confidential matters and sensitive information.

Required

Skill in organizing and maintaining accurate and complete personnel records and filing system.

Required

Broad-based and detailed working knowledge of departmental and University policies and procedures, i.e., The CALL, Academic Personnel Manual, UCLA policies and procedures manuals, and affirmative action policies.

Required

Thorough working knowledge of UC Recruit, Opus academic personnel system, and UCLA Interfolio online dossier system; ability to input accurate and detailed information.

Required

Detailed working knowledge of UCPath payroll system; ability to process online entries and forms required to accomplish various academic personnel transactions. Demonstrated skill in using Microsoft Office products such as Word, Excel, and Outlook; demonstrated working knowledge of Windows Operating System. Ability to perform advanced Internet searches.

Required

Bachelor's degree in business administration, human resource management or related field, or equivalent combination of education and experience.

Required

Ability to maintain regular on-time work hours and schedule.

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:

1120 Rolfe Hall and Off campus

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.