Academic-Staff Affairs Specialist

About the role

The Academic-Staff Affairs Specialist will be knowledgeable about faculty-related HR affairs, including non-faculty academics and staff population, and will be able to perform a variety of tasks. In particular, the incumbent will have primary responsibility for academic faculty recruitments and actions, overseeing and facilitating searches, and working with the Department’s Advancement Committee on advancement actions.

Responsibilities

• Manages, plans, and administers a full range of administrative operations in a small to medium academic department, or a small to medium non-academic department or program, where operations are significantly complex in terms of budgetary funding, number of faculty, staff and students, and / or are broad in scope due to focus of operations (e.g., computer or wet lab space and equipment, fundraising, grant writing, etc.).
• Serves as a key resource for the CAO, faculty, staff and departmental leadership with concerns for areas regarding appointments, merits, promotions, staff hiring, labor relation, work performance, and visa applications. The incumbent is expected to address strategic issues and provide expertise and guidance to resolve complex issues and situations independently.
• Manages and oversees departmental processes, information, and workflow for new faculty appointees.
• Manages academic search process ensuring that Department and University administrative and affirmative action requirements are met and that required search process records and electronic files are maintained.
• Manages data systems to track recruitment.
• Provides ongoing reports on the status of assigned searches.
• Orients search committee Chair and members on the use of AP Recruit and adherence to SOM/Campus search policies.
• Congnates academic recruitment plan and advertising.
• Submits the shortlist prior to the interviewing process and prepares a Search Process Report (SPU) in consultation with the search committee chair and the Office of Opportunity and Outreach.
• Consult and liaise with UCSF HR, UCSF Academic Affairs Office, and VPAA office regarding a Change in Series and transfer requests.
• Maintains advanced knowledge of university policies, procedures, and practices as they relate to academic recruitments and search waivers.
• Attends academic faculty search committees or serves as primary liaison with an external recruiter, ensuring all are aware of relevant university and department policies.
• Follows up on actions required.
• Develops, maintains new hire onboarding orientation and leads strategic planning efforts in employee development.
• Facilitates visa process (if applicable) and sets up network credentials prior to start date, monitors the creation of the UCSF email account and required trainings.
• Tracks relocation commitments, FRAP and MOP commitments, visa and waiver status, as well as coordinates with the CAO to complete and execute mutual acknowledgement letters resulting from appraisal reviews, quarterly one-time payments, faculty mid-year salary changes relating to UCSF and SFVAMC paid appointments through the Dean’s Office.
• Manages start dates, extensions, and visa amendments for academic visa holders to fulfill the requirements of USCIS with the guidance of APM policy and/or specific bargaining unit contracts.
• Maintains internal salary setting for staff employees to advise HR Team administering Offer Management Roll Out for equitable salary setting.
• Collaborates with the Chair’s Office and Finance unit to facilitate the renewal process, which includes executing all steps (i.e., presenting appointment/renewal training to the Finance and Admin teams, participating in the review process with the Chair and CAO to review recommendation).

Qualifications

• Advanced skills and knowledge about UC systemwide and/or organization HR policies and programs to address strategic personnel issues and to resolve complex issues and situations.
• Uses advanced skills and knowledge about UC systemwide and/or organization HR policies and programs to address strategic personnel issues and to resolve complex issues and situations independently.
• Plans, develops, and manages data systems and processes and provides guidance, training, and direction to site-specific staff at ZSFG, SFVAMC, and BCHO as well.