ACAD HR SUPV 2

The Academic Personnel (AP) Manager in the School of Education & Information Studies (SE&IS) provides leadership in the formulation of long-range policies and the establishment of goals and objectives related to academic personnel for the school. SE&IS is comprised of two academic departments, 16 research units, several faculty research projects, three infant - 12 grade schools, and two partnership schools external to UCLA. Responsibilities include: advising the Dean, the Departmental Chairs, and Vice-Chair for Academic Personnel in Education on policies and procedures for all academic appointments; overseeing all personnel and payroll functions for academic appointments within SE&IS; developing clear, consistent, and compliant practices for academic personnel actions in alignment with University practices; and acting as the liaison between SE&IS and the Academic Personnel Office (APO) on policy and procedural matters. The AP Manager handles personnel and payroll functions for all Ladder Rank and Professional Faculty Titles, including, but not limited to Academic Administrators, Academic Coordinators, Research Scientists, Project Scientists, Visiting Professors, etc. The incumbent oversees all functions related to this subset of academic employees, including recruitment, appointments, on-boarding, subsequent personnel actions, merit reviews, and payroll management and processing. The incumbent will act as the primary point of contact for internal and external departmental offices, such as APO, The Dashew Center, Insurance and Risk Management, Workers Compensation, and Employee and Labor Relations for all academic personnel-related matters. Additional duties include facilitation of benefits administration and advisement of benefits eligibility for all applicable positions; providing guidance on available benefits options; advising on and administering leave of absence requests; liaising with CHR's Central Benefits Office, CRU, and the UC Path Center when needed; and supervising, mentoring, training, and hiring the Academic Personnel Analyst. The incumbent will work in tandem with chairs, faculty, & the Dean to ensure consistency in their practices and compliance with University academic personnel standards for all matters related to personnel actions (initial appointment, merit reviews & promotions for approximately 100 ladder rank faculty and other professional school faculty, 60 Lecturers. 25 Academic Administrators, 15 professional researchers 35 demonstration teachers and 30 Geffen Educators).
Qualifications for Position
Qualifications Required/Preferred
Specific knowledge of UC academic personnel policies and procedures. Skill in analyzing and interpreting University policy to effectively coordinate and advise the Chairs and Dean in administering the academic personnel program for both departments.
Required
Working knowledge of The UCLA CALL and APM.
Required
Ability to analyze task requirements and to coordinate and manage a number of projects (most of them having deadlines) simultaneously and to prioritize work in order to meet deadlines
Required
Analytical ability to resolve conflict and implement new procedures for department chairs, vice chairs, and/or Dean.
Required
Demonstrated interpersonal skills in establishing and maintaining cooperative working relationships with faculty, department administrators, central administrative University personnel and staff personnel. Decision-making role necessitating weekly or daily interaction with faculty, department chairs, vice chair, dean, and staff personnel.
Required
Skill in communicating clearly and effectively in order to obtain and convey information to individuals at various organizational levels.
Required
Working knowledge of commonly used MS Office software: Word, Excel, Power Point, tables and databases.
Required
5-7+ years of experience working in an administrative department with Academic personnel and payroll responsibilities within the University.
Required
Advanced knowledge of University Academic, Personnel, and Payroll policies, procedures, and organizational structure.
Required
Advance knowledge and experience in using UCLA systems including UC Path, Online Financial Systems Reports (OFSR), Campus Data Warehouse (CDW), OPUS, UC Recruit and other campus personnel and fiscal tools.
Can be trained
Demonstrated working knowledge of the academic personnel process related to faculty appointments, promotions, and advancements and reviews.
Required
Superior writing and editing skills sufficient to compose and edit correspondence and emails that are professional, clear, concise and grammatically correct.
Required
Ability to make oral, group, and one-on-one presentation for the purposes of providing information, explaining policies and procedures, and answer questions.
Required
Ability to prioritize and adjust a heavy workload to meet deadlines. Demonstrate the ability to determine the relative importance of job responsibilities to meet these deadlines.
Required
Ability work independently with minimal supervisor, using initiative and resourcefulness in performing and executing job duties with frequent interruption, distractions, and changing priorities and deadlines. Ability to work as a team using the same principles.
Required
Demonstrated ability to maintain confidentiality and acute attention to detail.
Required
Advance organizational skills to maintain materials and information in a systematic way.
Required
Advanced mathematical and quantitative skills to calculate salaries, payroll documents, formulas, expense transfers, leave accruals, payroll changes, and the creation of financial analysis.
Required
Excellent interpersonal skills with the ability to interface effectively with persons of various social, cultural, economic and/or educational backgrounds to obtain and convey information, interpret complex policies and procedures and resolve conflicts.
Required
Skill working independently with ability to follow through on assignments with minimal supervision.
Required
Experience and knowledge with MS Word, PowerPoint and Excel.
Required
Experience in synthesizing information covering the entire spectrum of academic personnel actions, the interpretation of policies and processes as well as informing others with clarity and accuracy of details.
Required
Working knowledge of University health plans, FML, Leave of Absence, retirement plans, and other employee benefits.
Required
Ability to respond to customer needs and expectations in a supportive and professional manner, with attention to promptness and a focus on solutions.
Required