HR Analyst

HR GENERALIST 2 (007595)

UCPath Position ID: MI-DPT573000-JC007595-PD169038

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1001001

Approved Date:

2/18/2025 9:11:43 PM

Date Last Edited:

10/14/2025 1:55:17 AM

Last Action Effective Date:

5/10/2023

Organization Details

Business Unit (Location):

LACMP

Organization Code:

8400O

Organization:

CONTINUING EDUCATION

Division Code:

8420D

Division:

DEAN, UCLA EXTENSION

Department:

573000 - UNEX: PEOPLE AND CULTURE OPERATIONS

Position Details

UCPath Position Number:

MI-DPT573000-JC007595-PD169038

Position Description ID

169038

UC Payroll Title:

HR GENERALIST 2 (007595)

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):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40741176

Reports to Payroll Title:

HR SUPV 1

UCPath Department Head Position Number:

40131789

Department Head Payroll Title:

HR MGR 1

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

Excelling in quality, innovation, and impact, UCLA Extension (UNEX) is one of the top providers of continuing and professional education in the United States, offering programs and classes to more than 50,000 students per year through approximately 4,500 classes and certificate programs to meet the professional development, continuing education, and personal enrichment needs of the full spectrum of traditional, nontraditional, domestic, international, professional, and continuing education students throughout and beyond Los Angeles. The Human Resources (HR) Analyst works under the supervision of the HR Manager for UCLA Extension, which employs approximately 300 employees, and approximately 2000 instructors. The HR Analyst coordinates, analyzes, and attends to UCLA Extension staff and instructor hiring and payroll actions, employee time keeping administration, and statistical, analytical, and technical support on HR strategic projects, initiatives, and data requests. Main responsibilities include analyzing and providing guidance to employees on UC, UCLA and UCLA Extension, personnel policies and procedures; coordination and attending to the processing of employee personnel and payroll transactions; coordination and responsible for the review of employees' electronic timecards, support the Talent Acquisition Manager and hiring managers in the recruitment and hiring of staff and instructor positions; facilitate new employee onboarding; providing guidance, direction to and administration of employees' leaves of absence. Responsibilities also include the creation and analysis of statistical analysis of staffing data, as well as the involvement in and leading of HR strategic projects and initiatives, as needed. Access, Equity, Diversity, and Inclusion (AEDI) is one of UCLA Extension's guiding principles. We strive to extend access to UCLA, our programs, and services to underrepresented communities and populations, while serving as a model organization for AEDI in the field of continuing higher education. Committed to attracting and retaining diverse staff & instructors, UCLA Extension welcomes your experiences, perspectives, and unique identity. Please visit our website dedicated to our AEDI efforts as an organization: https://www.uclaextension.edu/about/equity-diversity-inclusion

Payroll and Timekeeping Administration

1. Serve as reviewer of employee electronic timecards. Update and monitor leave of absence cases. Ensure that timecards are completed accurately and approved by employees and managers. Troubleshoot timecards to locate and resolve missing or incorrect information.

2. Enter and serve as reviewer of employee personnel and payroll transactions and data entered into UCPath. Research, analyze and resolve payroll discrepancies. Process payroll adjustments.

3. Serve as a liaison with UCLA Central Resource Unit with the maintenance of the timekeeping system. As needed, work with them on updates and modifications to the system. 

4. Create, review and submit payroll file extracts to properly pay employees by deadlines.

5. Prepare and process employment forms for new hire, rehired, and terminated employees.

6. On a regular basis measure the quality of the processes. Make recommendation and implement process improvements, in consultation with HR management.

35%

Administrative and Customer Service Support

1. Respond to employees' general human resource inquiries pertaining to compensation, benefits and other personnel policies and procedures.

2. Provide consultation to staff and supervisors regarding recruitment, personnel, payroll, timekeeping, leave of absence and disability management (i.e. workers' compensation). Assist employees with the completion of required forms. Provide applicable claim forms and documents to Sedgwick CMS, UCLA Insurance and Risk Management (IRM) and the UCLA Occupational Health Facility (OHF).

3. Provide employment related information to non-citizens, including US permanent residents, F-1 or J-1 foreign students. Ensure compliance with Federal immigration laws and USCIS regulations.

4. Conduct employee separation sessions. Ensure that necessary termination forms are ready for review and signature on or before last day of employment.

5. Provide administrative support on recruitment of staff and instructor positions. This includes support in posting positions for recruitment, arranging interviews, and corresponding with candidates and hiring managers, as needed, as well as administering background checks for new hires.

6. Conduct human resource pre-employment and new hire meetings, ensuring that all necessary employment forms are completed, new hires are aware of the terms and conditions of their employment, and UNEX departments receive communications about the employees' onboarding needs, as applicable.

7. Coordinate and provide support on varied personnel actions such as payroll, performance evaluations, merit increase, staff achievement awards, etc. This includes developing appropriate tools to document the status of actions and issues.

8. Create and maintain multiple directories, spreadsheets, and databases, including but not limited to UNEX organizational charts, internal phone lists, campus directory and performance appraisal database.

9. Develop and lead staff and supervisor trainings pertaining to hiring, payroll, timekeeping and other strategic projects and initiatives.

10. Update employee personnel files with applicable employment and human resource related data.

11. Provide internal communications support by updating the UNEX intranet with departmental information news and updates, drafting and editing internal employee and/or organizational communications.

12. In collaboration with hiring managers, coordinate the recruitment and hiring of staff, instructor, and student employees.

13. Perform other duties as assigned.

35%

Statistical, Analytical & Technical Support

1.  On a regular basis, use data applications to extract, generate and produce personnel and staffing related reports for UCOP, UCLA and UNEX entities.

2. Compile and analyze personnel data pertaining to staffing counts, overtime, absenteeism, compensation, and other data points. Formulate staffing data into monthly and quarterly HR metric and KPI reports, which are distributed to Deans and Directors.

3. Through analysis of personnel data and metrics, identify potential staffing and workforce issues and trends. Present findings to HR management and Deans and Directors.

4. Research employee relations issues pertaining to employees' compensation, vacation and sick accruals, and other employment-related matters. Prepare and present quantitative and qualitative findings to UCOP, UCLA and UNEX entities.

5. Provide interpretation of FLSA, FMLA, workers' compensation and other employment related laws and entitlements to ensure consistent application to employees.

6. Audit staffing data to ensure compliance with UCOP, UCLA and UNEX policies, such as limited appointee hours worked, employee work authorization end dates, and instructor podium hour limits. Follow up with HR management, Deans and Directors when compliance of such policies may be in jeopardy.

7. Draft comprehensive procedures, guidelines and training materials for UNEX staff and supervisors to follow and refer to on a variety of processes, ranging from the submission of performance evaluations to the recruitment and hiring of student employees.

8. Support the HR management team on assigned special projects with planning, coordination, communication with different parties and following up to make sure all tasks are completed by the deadlines.

30%

•

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

2+ years

of experience working in the human resources field

Required

Ability to work with large amounts of detail with appropriate attention to accuracy and clarity, including mathematical computations such as ratios, rates, and percentages applied to personnel and staffing data.

Required

Excellent interpersonal, written, and verbal communication skills for effective, respectful, and cooperative interaction with diverse groups. Ability to respond to customer needs promptly and professionally, focusing on solutions.

Required

Skill in working independently and ability to multitask by rotating from one activity to another, prioritizing tasks, following through on assignments, and addressing the most critical and pressing demands first.

Required

Ability and willingness to learn new skills and tasks, and to assist with routine duties as needed.

Required

Proficiency in word processing skills to process correspondence, reports, spreadsheets, and database entries quickly and accurately.

Required

Demonstrated experience using Office software (Word, Excel, PowerPoint) in a Windows environment, as well as familiarity with email and the internet.

Required

Discretionary skill in handling confidential materials, records, and circumstances.

Required

Demonstrated skill in conducting research, developing reports, and presenting findings. This includes gathering and analyzing data, constructing tables, charts, and graphs from compiled data.

Required

Demonstrated organizational and problem-solving skills, which include analyzing information, practices, procedures, problems, and situations to identify alternatives and consequences; formulating logical and objective conclusions; and making recommendations.

Required

Ability to maintain an open approach to performance feedback and guidance, and to lead discussions and organize planning processes.

Required

General knowledge of Workers' Compensation sufficient to compute appropriate deductions and benefits.

Required

Detailed working knowledge of UC, UCLA, and UCLA Extension personnel policies and procedures for staff and academic employees, including online systems (e.g., Kronos, EDB, UCPath), forms, benefits enrollment, injury reports, and payroll/accounting systems.

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.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Non-University Setting(s)

Location:

1145 Gayley Avenue

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.