Academic Personnel Analyst

Special Instructions to Applicants

Resume and Cover Letter are required

Minimum 2 days on campus will be required

Department Summary

SE&IS is comprised of two academic departments, 16 research centers, several faculty research projects, three infant-12 grade schools, and two partnership schools external to UCLA. The Deans Department at the UCLA School of Education and Information Studies (Ed&IS) serves as the administrative hub responsible for overseeing the strategic direction, academic programs, faculty affairs, student services, and overall operations within the school. Committed to excellence in education, research, and community engagement, the department plays a pivotal role in advancing the mission and vision of Ed&IS.

Position Summary

Under the general direction of the HR & AP Director and the Senior Director of Personnel & Operations, the Academic Personnel Analyst is responsible for supporting personnel and payroll functions for the School of Education and Information Studies's academic employees, including Professors, Adjunct Professors, Academic Administrators/Coordinators, Academic Researchers and Project Scientists, Adjunct Instructors, and visiting academic titles. Ed&IS is comprised of two academic departments, 2 large research centers, 15-20 smaller research initiatives, 3 infant through 12th grade schools (Consortium of Schools), and two partnership schools external to UCLA. The AP Analyst supports and transacts all HR and payroll functions for the academic employees of the school. This includes recruitment, appointment, on-boarding, subsequent personnel actions, and payroll processing. As needed, the AP Analyst will collaborate with internal and external departmental offices - such as Academic Personnel Office (APO), and Dashew Center to obtain appointment information and authorization/approval on actions. The AP Analyst ensures the accurate and timely processing of payments and other personnel actions to comply with campus policy and federal employment regulations. The incumbent collaborates with Ed&IS Managers and Professional Staff in Human Resources, Fund Management, and the Business Office to ensure that the proper funding is being utilized, when applicable. This includes being responsible for maintaining accurate and current personnel information; assisting in the development and implementation of administrative and operational process and procedures to improve efficiency and productivity; developing departmental resources and trainings; and creating internal staffing reports for various uses. Additional duties include academic personnel/payroll data analysis and processing, faculty recruitment management, academic personnel administration, and managing visiting academic appointments. The incumbent must be able to interpret policy, take initiative, make good judgement, and independently prioritizes work while maintaining confidentiality.

Qualifications

• 2 to 5 years of experience working in an administrative department with payroll responsibilities within the University System. (Preferred)
• Knowledge of University Academic, Personnel, and Payroll policies, procedures, and organizational structure. (Preferred)
• Knowledge and experience in using UCLA systems including UCPath, Online Financial Systems Reports (OFSR), and Campus Data Warehouse (CDW). (Preferred)
• Knowledge of OPUS and UC Recruit. (Preferred)
• Excellent written, verbal, and editing skills. Excellent interpersonal skills. (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. (Required)
• Ability to work as a team using the same principles. (Required)
• Demonstrated ability to maintain confidentiality. (Required)
• Acute attention to detail. (Required)
• Advance organizational skills to maintain materials and information in a systematic way. (Required)
• Mathematical and quantitative skills to calculate salaries, payroll documents, formulas, expense transfers, leave accruals, payroll changes, and the creation of financial analysis. (Required)

Education, Licenses, Certifications & Personal Affiliations

• Bachelor's Degree or equivalent education & experience. (Preferred)