Academic Personnel Analyst 2 - 140925

UC San Diego values and welcomes people from all backgrounds. If you are interested in being part of our team, possess the needed licensure and certifications, and feel that you have most of the qualifications and/or transferable skills for this role, we strongly encourage you to apply.

About the role

The Rady School of Management at the University of California San Diego is a premier business school, internationally recognized for the intellectual contributions of our faculty as leaders in their field, and the quality and rigor of our academic programs. We provide business education through our portfolio of seven master’s programs, a Ph.D. program, undergraduate minors and courses, and executive education courses. The Rady School’s guiding principles are community-focused, data-driven, and lasting impact.

The staff who work at the Rady School of Management have created a highly participatory, high-energy, fast-paced, upbeat environment where providing excellent service to our students and our faculty is a priority.

Under supervision of the Director of Academic Personnel, this position orchestrates a high volume of complex academic/faculty recruitments/onboarding for the school, and organizes, coordinates, and processes academic personnel actions for visiting professors, visiting scholars, and post-docs. The position coordinates the recruitment process and hiring processes including following specialized processes to compile academic appointment and review files for their designated academic title codes, ensuring legal and operational compliance with University policies. This position focuses on initial appointment, reappointment, and advancement of a variety of academic positions.

The position works with the department-level AP staff to coordinate the recruitment process and approvals for all academic appointments, including placing job ads, using AP Data and Interfolio, coordinating with other departments including APS, IFSO, GEPA, interacting with prospective lecturers and visiting faculty, and eventually completing all hiring documentation, etc. The incumbent will independently prepare temporary academic appointment files for compliance with campus and University policy and procedure ensuring accuracy and confidentiality.

The position requires excellent attention to detail and skill in research and analysis, and diplomatic and professional email correspondence. This position uses spreadsheets and other mechanisms to monitor and track a wide range of academic personnel actions and deadlines, and serves as primary administrator for the academic activity tracker and reporting database (AP Data, Interfolio), ensuring data on all instructors is entered into the database accurately and in a timely manner. Serves as a backup to department-level Academic Personnel staff supporting Senate faculty, adjunct faculty, and academic coordinators. Participates in a wide variety of special projects and conducts analyses related to academic personnel issues. Has sole responsibility for maintaining personnel standard operating procedures (SOPs) and the Academic Personnel section of the Rady Portal, ensuring that department policies, procedures, and training materials remain current. Manages the Rady Academic Personnel (AP) inbox by responding to inquiries and ensuring messages are routed to the appropriate recipients.

This position holds primary responsibility for recording and documenting visa requirements for international academic appointees requiring J-1 and H-1B visas, and referring appointees to the appropriate campus international services office for guidance on visa requirements and immigration matters.

This is a hybrid position with 2 days/week required on campus. Overtime may be required. Ability to travel across campus to deliver documents, provide campus tours, etc.

Responsibilities

• Coordinate the recruitment process and hiring processes for academic/faculty positions, including compiling academic appointment and review files for designated academic title codes, ensuring legal and operational compliance with University policies.
• Manage initial appointment, reappointment, and advancement of various academic positions.
• Work with department-level Academic Personnel staff to coordinate recruitment and approvals for all academic appointments, including placing job ads, using AP Data and Interfolio, and interacting with prospective lecturers and visiting faculty.
• Prepare temporary academic appointment files for compliance with campus and University policy, ensuring accuracy and confidentiality.
• Monitor and track a wide range of academic personnel actions and deadlines using spreadsheets and other mechanisms.
• Serve as primary administrator for the academic activity tracker and reporting database (AP Data, Interfolio), ensuring accurate and timely data entry for all instructors.
• Serve as a backup to department-level Academic Personnel staff supporting Senate faculty, adjunct faculty, and academic coordinators.
• Participate in special projects and conduct analyses related to academic personnel issues.
• Maintain personnel standard operating procedures (SOPs) and the Academic Personnel section of the Rady Portal, ensuring policies, procedures, and training materials remain current.
• Manage the Rady Academic Personnel (AP) inbox, responding to inquiries and routing messages to appropriate recipients.
• Record and document visa requirements for international academic appointees requiring J-1 and H-1B visas, and refer appointees to the appropriate campus international services office.

Qualifications

• Experience analyzing and solving routine payroll and problems independently with minimal direction.
• Experience making detailed entries and/or researching information using complex online payroll and personnel systems used by large organizations/universities.
• Experience explaining policies and procedures as they relate to employee benefits, health insurance, pay rates.
• Experience responding to questions and explaining benefits information to faculty, staff, and/or senior leadership.
• Experience researching and interpreting policies; experience providing answers to questions by researching policies while paying attention to the nuances of facts and situations.
• Experience interpreting complex policies, materials, and documents to understand complex issues.
• Experience following a multi-step procedure to compile documents and records to yield a complex file of accomplishment (personnel file).
• Experience monitoring progress toward completion under a deadline while seeking (and tracking) documents from a variety of internal and external sources.
• Demonstrated organization, problem-solving, and communication skills.
• Demonstrated ability to take initiative and work independently and effectively with minimal supervision.
• Strong organizational skills, with the ability to prioritize daily operations and projects to meet rigid deadlines, ensure smooth workflow, and handle multiple tasks simultaneously.
• Analytical skills to conduct analysis and develop recommendations for Chairs/unit management.
• Experience locating, extracting, and identifying important information and data; experience analyzing, synthesizing, and compiling data.
• Experience using a wide variety of resources and formats to compile material and data.
• Experience tracking deadlines and organizing data using spreadsheets.
• Strong reading comprehension and writing skills.
• Ability to review personnel files, extract information, and create a cohesive summary of work history and achievements related to academic positions.
• Excellent drafting and proofreading skills to ensure accuracy, clarity, grammatical and syntactical correctness, and continuity.
• Ability to read and interpret letters/reports and craft well-written responses.
• Strong organizational skills to coordinate assembly of specialty (academic/faculty) personnel files and achievement records.
• Prioritization and time management skills to coordinate workload under multiple deadlines while maintaining a high degree of accuracy, attention to detail, discretion, and confidentiality.
• Experience using Word, Excel, Outlook email, Outlook calendaring, Google Sheets/Docs.
• Customer service and collaboration skills; experience responding to requests in a timely manner under deadlines.
• Experience interacting effectively with a diverse community of faculty, staff, and public using diplomacy, tact, and flexibility in various circumstances.

Preferred Qualifications

• Experience interacting with international audiences.
• Experience referring to templates to explain visa processes and referring to specialists regarding immigration and non-resident tax regulations related to employment.
• Experience in academic personnel policies and actions; previous exposure to university academic personnel/faculty terms such as tenure, fellow, lecturer, merit increase, off-scale.
• Experience researching, interpreting, and applying academic personnel policies to determine next steps in a process.
• Experience working with lecturers/instructors/faculty, ideally in a University setting.
• Experience interacting with a faculty chair, dean, or other university administrator.
• Experience with UCSD online systems such as UCPath (online payroll and personnel system), AP Online; experience working with faculty or lecturer pay scales, salary administration, benefits, payroll system.
• Knowledge of unit academic culture and educational goals of discipline(s) served.
• Knowledge of organization, college, and departmental formal and informal policies and procedures, and understanding of variances to stated policies.
• Knowledge of and ability to apply/interpret organization and college policies and procedures governing academic HR.
• Familiarity with or ability to learn policies related to lecturer/academic recruitment, submission of employment/appointment documents, reappointment and termination files, payroll policies, employee benefits, etc.
• Knowledge of human resources management systems and other related business software programs and systems.
• Ability to learn and excel in the use of AP Data, AP Recruit, and Interfolio.

Special Conditions

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

Pay

$31.51 - $40.23/hour

Schedule

• Days, 8 hrs/day, Monday-Friday
• Hybrid position with 2 days/week required on campus