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Posted: 03-Nov-24
Location: Los Angeles, California
Salary: Open
Categories:
Internal Number: 144137191
UCLA’s Department of Psychiatry and Biobehavioral Sciences and the Semel Institute for Neuroscience and Human Behavior has approximately 170 full-time primary faculty appointees, over 140-affiliated faculty in without salary appointments, 140 appointees in the Professional Researcher and Project Scientist series, and approximately 500 faculty members in the Volunteer Clinical Professor series. The functions of department’s Academic Personnel Office involve recommending, developing, implementing, administering, coordinating, and / or evaluating Academic Human Resources policies, labor contracts, statutes, programs, and procedures covering one or more of the following: academic recruitment, appointment, and advancement; compensation and salary administration; faculty welfare programs; visa procurement; benefits; payroll; training and development; faculty misconduct; and faculty equity.
As the Academic HR Analyst you would report to the Senior Administrative Analyst - Supervisor and serve as the Coordinator of Clinical Professor and Volunteer Series playing a critical role in onboarding and separating faculty, supporting the annual renewal process for non-tenured professorial titles, as well as Professional Researchers and Project Scientists for the Department of Psychiatry and Biobehavioral Sciences. You would be responsible for:
- All facets of the appointment, review, and advancement process.
- Communication with all candidates at time of initial appointment and updates during renewal processes.
- Reviews of all forms and processes to assure effective and efficient operations of VCF section.
- Dossier preparation, policy interpretation, form submissions, supporting meeting coordination of the Voluntary Clinical Faculty Academic Appointments and Advancements Committee, and preparation of meeting minutes.
- Position management for VCF’s in UCPath; update and maintenance of internal database related to tracking VCF eligibility for promotions, renewals, and separations, and all other AP scheduled appointments and advancements in compliance with Academic Personnel Manual APM - 279 and the UCLA CALL as well as internal bylaws.
- Organizing all administrative tasks that facilitate orderly office operations, including front desk support, answering general calls and directing/screening inquiries.
- Ordering and maintaining supplies through the web-based procurement system BruinBuy and ensuring purchasing compliance.
- Providing administrative support to Assistant Director of Academic Review and Director of Academic Personnel in matters related to the general operations of the Academic Personnel unit.
- Bachelor’s or equivalent
- 3 Years of experience
- Demonstrated skill in operating a personal computer utilizing word processing, spreadsheet, E-mail, internet software, and for data entry purposes.
- Proven proficiency with UCPath and Microsoft applications, including Word, Excel, Outlook, Access, and PowerPoint.
- Demonstrated program management experience preferably in an academic or human resources setting
- Experience correctly researching, interpreting and applying, University policies
- Demonstrated skill in operating an IBM-compatible personal computer utilizing word processing, spreadsheet, email, internet software, and other computer applications for data entry purposes.
- Demonstrated skill in organizing a high volume of data and documents to accomplish states goals.
- Skill in setting work assignment priorities which accurately reflect relative importance of job responsibilities when there are changes in workload or assignment, deadlines, competing requirements, and heavy workload.
- Ability to interact with faculty and staff with tact and discretion, respecting the confidentiality of personnel issues and records.
- Interpersonal skills to develop and maintain cooperative working relationships with faculty, staff, co-workers and to interact effectively with individuals from community at large.
- Skill in organizing and maintaining effective recordkeeping systems of various levels of volume and complexity.
- Writing skills to compose clear, concise and grammatically correct business correspondence, minutes and reports.
- Skill in proofreading and editing typewritten materials for proper spelling, grammar, punctuation and syntax.
- Experience in managing projects and acting as a program area lead.
- Skill in developing office procedures that serve as the basis for smooth and continuous
operations.
- Oral communication skills to communicate with persons at all levels of the organization and using appropriate vocabulary to obtain and convey information, explain policies and procedures or to persuade others to accept or adopt a specific opinion or action.
- Skill in working independently and following through on assignments with minimal direction.
- Knowledge of University personnel systems (UCPath and Tracker).
- Experience correctly applying explaining, applying, and implementing academic personnel policies and procedures as contained in the UCLA CALL and the Academic Personnel Manual.
- Understanding and experience with academic dossier preparation process based upon the type of academic action using OPUS or using OPUS or comparable dossier management system.
- Experience resolving academic personnel issues which involve interpretation and application of established policies and procedures
