Academic Personnel & Fellowships Analyst

About the role

The Institute for Energy Efficiency (IEE) is an interdisciplinary research institute dedicated to cutting-edge science and technologies that support an energy-efficient and sustainable future. The Academic Personnel Analyst oversees all personnel processes for the department, including visa applications, academic recruitments, merits and promotions, and payroll and timekeeping processes.

Responsibilities

• Manages the overall cycle and administration of Academic Personnel matters, including researcher merits and promotions, all academic and research recruitments, and all academic and research appointments and re-appointments.

• Maintains in-depth knowledge of complex Academic Personnel policies and procedures, and consults with relevant offices to research and resolve personnel issues.

• Serves as primary resource and contact point for academic personnel policy within the department, providing consultation and interpretation to the Director, MSO, and faculty.

• Initiates merit and promotion actions for academic and research personnel, sets up and maintains review case files, and coordinates with personnel undergoing review to ensure accurate and complete information is provided and submitted on time.

• Administers all academic recruitments on UC Recruit, coordinates all aspects of recruitment, and prepares appointment packages and employment documents for academic researchers, recall faculty, graduate students, post-docs, visiting scholars, without salary personnel, and non-academic student employees.

• Coordinates complex visa applications for visiting researchers, manages additional compensation and summer salary for Principal Investigators, verifies allowability of using funding for summer salary, and coordinates with other departments with which the PI is affiliated.

• Provides cross-training and mentorship on aspects of academic personnel to other staff members as needed.

• Ensures e-verify federal regulations are met and serves as Benefits Representative for the academic appointments.

• Conducts individual orientations and exit sessions to disseminate policy regarding benefits eligibility, employment status, pay increases, overtime, and vacation and sick leave accruals.

• Manages the Graduate and Postdoctoral Fellowship Programs, formulating the selection process and overseeing the related marketing plan and collateral materials.

• Works with students, departments, and the scholarship committee to gather and provide necessary information, promote the program, and ensure maximum visibility.

• Manages application processing and advocates for graduate students with departments, Graduate Division, and other related offices.

• Responsible for financial management of fellowship funds and payments via Graduate Division forms 1's and 2's.

• Acts as Kronos Coordinator, ensures all personnel are trained in use of Kronos, and develops training guidelines for specific users.

• Creates and maintains all academic personnel files, ensuring all proper back-up documentation is received and retained for audit purposes.

• Acts as departmental lead for UCPath and Kronos transitions, adjusting departmental processes and continuously re-evaluating to ensure changes are implemented efficiently and thoroughly with minimal disruption.

• Creates new departmental procedures and policies and communicates changes with all impacted staff, faculty, and other academic employees.

• Oversees creation and production of all print and digital marketing content from conception to completion, edits all communications content, and coordinates paid advertising and PR efforts.

• Manages all Institute website content, ensuring it is accurate and up to date, and makes improvements as needed.

• Coordinates the maintenance of "Internal Services" section of website, ensuring information is accurate and delegating required updates to IEE staff as necessary.

• Responsible for maximizing the benefit of Customer Relationship Management (CRM) System in support of Institute goals.

• Prepares and processes paperwork for new hires, academic appointments, and separations, responsible for PPS and GUS entries for all employment actions, including: new hires, extensions, percentage and step adjustments, increases, funding changes, and separations.

• Processes biweekly, monthly, and supplemental time reporting for all IEE personnel (~75-110 total) using both PPS and Kronos, including all staff, researchers, graduate students, undergraduates, and fellowship recipients.

• Acts as departmental liaison with the campus UCPath transition team.

Qualifications

• Bachelor's degree in related area and/or equivalent experience/training
• 1-3 years administrative experience or equivalent training
• Basic knowledge of and ability to apply/interpret organization and college policies and procedures which govern academic HR
• Demonstrated organization, problem-solving, and communication skills
• Strong customer service skills
• Strong organizational skills while working on multiple projects with frequent interruptions

Preferred Qualifications

• Knowledge of organization, college and departmental formal and informal policies and procedures and understanding of variances to stated policies
• Demonstrated organization, problem-solving, and communication skills