Academic HR Analyst 2 - 141037

UC San Diego; San Diego (CA); Hybrid; USD 85,000 - 120,000; Full time

Job summary

UC San Diego's School of Social Sciences seeks an Academic Personnel Analyst to manage academic personnel functions across the Linguistics and Urban Studies and Planning departments. You will advise chairs and faculty on recruitment, appointments, reviews, and leaves, ensuring compliance with UC policies.

The role requires confidentiality, independent judgment, and collaboration with the Dean's Office and SVCAA to align on personnel actions and scheduling in a hybrid work environment.

Qualifications

• In-depth knowledge of UC Academic HR policies and procedures.
• Ability to interpret and apply policies related to academic personnel, recruitment, merit, promotion, and leaves.
• Experience with payroll, timekeeping, benefits, and visa compliance in a university setting.

Responsibilities

• Serve as primary advisor to department chairs, CAO, faculty, and staff on academic personnel matters.
• Manage comprehensive academic personnel functions across two departments.
• Coordinate processes with Dean's Office and SVCAA for consistency and compliance.
• Maintain strict confidentiality and act as liaison between departments and central offices.

Skills

Academic HR policies

Affirmative action

Policy interpretation

Recruitment & appointments

Leaves & benefits

Visa procurement

Confidentiality

Interdepartmental liaison

Timekeeping & payroll

Analytical thinking

Tools

HRIS

Payroll systems

Job description

DESCRIPTION

UC San Diego's School of Social Sciences (SoSS) includes a diverse group of outstanding departments, programs, centers, and research units engaged in increasing opportunities for interdisciplinary study and research. This position supports two of its departments: The Department of Linguistics and The Department of Urban Studies and Planning.

The Department of Linguistics is an academic department within the School of Social Sciences and is closely connected to UC San Diego's internationally recognized cognitive science and neuroscience communities. The department also administers the Linguistics Language Program, and the Heritage Language Program, and Human Developmental Sciences Program.

The Linguistics Language Program offers instruction in American Sign Language, Arabic, French, German, Italian, Portuguese, and Spanish. Its courses fulfill college general education requirements, prepare students for study abroad, and help students develop and maintain language proficiency. More than 2,500 students enroll in Linguistics Language Program courses each year.

The Heritage Language Program supports students in developing advanced proficiency in their heritage languages while pursuing their academic, personal, and professional goals. The program currently offers instruction in Cantonese, Filipino, Persian, and Vietnamese.

The Human Developmental Sciences Program is an interdisciplinary academic program focused on biological, psychological, and sociocultural development across the lifespan. Drawing on faculty and resources from more than 12 UC San Diego departments, the program emphasizes human development as an essential perspective for understanding behavior.

The Department of Urban Studies and Planning (DUSP) is a community of planners, designers, and analysts committed to understanding and transforming cities and environments, bridging research with practice. DUSP provides students with tools to understand the politics, economics and culture of human settlements amid a rapidly changing climate and society. DUSP offers two undergraduate degrees: the B.A. in Urban Studies and Planning and the B.S. in Real Estate and Development. DUSP also offers two graduate degrees: the Master in Urban and Regional Planning (MURP) which will prepare students with essential knowledge, tools, and skills to understand and improve the physical, social, economic, health, environmental, and cultural conditions of neighborhoods, cities, and regions; and the PhD in Urban Studies and Planning which will prepare students to take on leadership roles in urban studies and planning research and education, in order to address central civic, environmental, and planning challenges of the future.

POSITION OVERVIEW

Under the general supervision of the Academic Personnel Manager for the Dean's Office of Social Sciences, the Academic Personnel Analyst is responsible for managing comprehensive academic personnel functions across both the Department of Linguistics and the Department of Urban Studies and Planning. This position serves as the primary advisor to the department chairs, CAO, faculty, and staff on a wide range of academic personnel matters, contributing to both short-term operations and long-term strategic planning. As this position is embedded in one or more established areas, the Academic Personnel Analyst is the first point of contact for many issues and has autonomy to make recommendations and triage decisions within the parameters defined by the Dean of Social Sciences AP standard practices and procedures. Department portfolio assignments subject to review and redistribution as necessary to support School operations.

The AP Analyst applies professional UC Academic HR concepts, organization and / or system wide policies, and procedures to provide guidance to supervisors and managers to resolve a variety of academic human resources issues of moderate scope and complexity. The AP Analyst provides policy interpretation, guidance, and expert consultation on academic recruitment, appointments, reviews, compensation, academic affirmative action, reclassifications, benefits administration, payroll/timekeeping, leaves of absence, visa procurement, and separations/layoffs. The role requires in-depth knowledge of UC academic policies, and the ability to research, interpret, and apply policy in a complex, multi-unit environment.

This position serves as liaison between the Departments and the Dean's Office, the Office of the Executive Vice Chancellor for Academic Affairs (SVCAA), and other campus administrative units. The Analyst frequently consults with campus AP professionals to coordinate processes and ensure consistency and compliance.

The AP Analyst is entrusted with maintaining strict confidentiality and represents both departments in administrative and academic personnel matters. In the absence of the CAOs, this position holds delegated authority in academic personnel functions.

Work Schedule:

Hybrid. Must be in-person at least 3 days a week. Must be available for occasional overtime.

QUALIFICATIONS

• Experience with and in-depth knowledge of policies and procedures governing academic personnel and affirmative action. Ability to instruct faculty and staff on various issues pertaining to personnel-related functions.




• Comprehensive knowledge, demonstrated working experience and ability to interpret and apply University policies, procedures and other regulations relating to all aspects of academic, staff and student personnel, including affirmative action, recruitment, submission of appointment, merit, promotion, reappointment and termination files, payroll policies, employee benefits, job classifications, etc.




• Demonstrated experience and knowledge of complex payroll and timekeeping practices and procedures, salary scales, merits, range adjustments, performance bonuses and stipends on multi-funded cost distributions. Demonstrated experience monitoring leave usage, accruals and service credit. Experience with Payroll administration and timekeeping policies and procedures in a university setting preferred.




• Knowledge of INS and International Center regulations, policies and procedures concerning employment of international faculty and staff, Visa requirements and income taxes.




• Experience in investigating issues/problems and initiating solutions. Skill to exercise effective control of situations or events in the absence of higher authority and ability to make recommendations or decisions that affect office and departmental operations and activities.




• Knowledge of organization, college, and departmental formal and informal policies and procedures and understanding of variances to stated policies. Strong knowledge, understanding and experience coordinating and interpreting policies for all leaves of absence, including but not limited to FML, CFRA, and PDL.




• Knowledge of human resources management systems and other related business software programs and systems. Demonstrated ability and knowledge of personal computer platforms and software tools including spreadsheets or databases, word-processing and internet to streamline and automate work for effectiveness and efficiency.




• Knowledge of unit academic culture and educational goals of discipline(s) served.




• Analytical skills to conduct analysis and develop recommendations to Chairs / unit management.




• Demonstrated organization, problem-solving, and communication skills. Ability to independently organize and coordinate a variety of tasks and projects, set and adjust conflicting priorities, show self-motivation and initiative to complete complex tasks, including follow-up as needed.




• Proven ability to work independently and harmoniously as part of a group with frequent interruptions and to meet established deadlines.




• Detail-oriented, excellent organizational skills and ability to multi-task and process high volume of work. Extensive experience to independently plan, organize, and prioritize daily operations and projects in order to meet rigid deadlines. Excellent proofreading and editing skills.




• Ability to maintain confidentiality in all areas of work and to be able to communicate tactfully and with discretion.




• Excellent reading and comprehension skills in order to understand and interpret complex materials and documents.




• Excellent verbal and written communication skills, with the ability to provide information and/or instruction in a clear, concise manner.

SPECIAL CONDITIONS

• Job offer is contingent upon satisfactory clearance based on Background Check results.




• Mandated CANRA reporter.

Pay Transparency Act

Annual Full Pay Range: Unclassified - No data available (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: Unclassified - No data available

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).