College Personnel & Executive Support Analyst

Department Summary

The College of Letters & Science, Office of the Deans manages the largest and most complex academic units on campus, with five Divisions and over 130 Departments, Centers, Institutes and business units, 800 ladder faculty, and 28,000 students. The five divisions include Humanities, Life Sciences, Physical Sciences, Social Sciences and Undergraduate Education.

Position Summary

Under general supervision of one of the two College Staff Personnel Managers, the incumbent provides support for the day-to-day administrative operations of the College Human Resources and Office of the Dean Operations unit. Incumbent analyzes and interprets campus and UC policy and procedures and troubleshoot problems, provide guidance, and resolve issues and discrepancies related to HR and payroll matters, such as hiring, training, performance management, collective bargaining agreements, etc., payroll, employment related policies and procedures, purchasing, reimbursement, and travel-based items for the Deans' office.

Due to the nature of this position, incumbent must have the ability to maintain a professional demeanor and a high degree of confidentiality. Incumbent is to work on HR projects, such as streamlining and standardizing HR processes, processing UCPath transactions, reviewing job descriptions in JDXpert, iCIMS, or other recruitment systems, creating training manuals, updating the College HR website, work collaboratively with departments on ensuring polices and procedures are being followed and collecting information from departments that are needed to complete certain HR projects, and assisting other duties as assigned by College HR Office. Incumbent is to assist the College Operations Manager with payroll processing, onboarding, new hire paperwork, HR administrative support.

Duties include processing all offer letters, contracts, hiring paperwork, UCPath transactions, and any other necessary procedures for all appointments for the Dean's Office; Analyze payroll and HR reports and reach out to respective departments to ensure certain HR tasks are completed. Incumbent also prepares BruinBuy orders, manages the reconciliations of all processed expenses, analyzes, and reviews and researches Hold & In-Progress (H&I) Reports for all FAU's utilizing the BruinBuy/PAC on-line system to ensure that vendor invoices are paid accurately and in a timely manner. The College Personnel & Executive Support Analyst is to perform other duties as assigned by the College HR and Operations Office.

Salary & Compensation

• UCLA provides a full pay range. Actual salary offers consider factors, including budget, prior experience, skills, knowledge, abilities, education, licensure and certifications, and other business considerations.
  
  Salary offers at the top of the range are not common. Visit UC Benefit package to discover benefits that start on day one, and UC Total Compensation Estimator to calculate the total compensation value with benefits.

Qualifications

Knowledge of staff personnel policies and procedures sufficient to advise departments on aspects of employment, including leaves, termination, probation, benefits, evaluations, etc. Demonstrated experience in processing these actions in UCPath. (Preferred) Knowledge of payroll policies and procedures sufficient to advise supervisors and employees on all aspects of pay (timing, frequency, deductions, etc.), including demonstrated experience processing payroll at the departmental level. Working knowledge of UCPath to process a wide range of personnel and payroll transactions according to University procedures. (Preferred) Demonstrated experience in using on-line applications from various sources for payroll and benefits processing, payroll transactions reconciliation (i.e., LAPSDB, COGNOS, LSIG, UCPath, work-study website, directory, I-9 Tracker, UCLA Box, etc.). (Preferred) Demonstrated skill in interacting diplomatically, professionally, confidentially, and effectively with supervisors, faculty, co-workers, students and the public. (Required) Ability to work independently, demonstrating self-initiative and complete assignments with minimal direction. (Required) Demonstrated ability to reconcile financial information accurately and to monitor expenditure patterns. (Required) Knowledge of impacts on practice of FMLA, ADA, FLSA, HIPAA, and FERPA. (Preferred) Knowledge of University policy regarding access to personnel files. (Preferred) Working knowledge of PC applications for database, document, and spreadsheet applications to prepare correspondence, reports, and analyses; Proficiency using MS Word, Excel, Outlook, Adobe, web, etc. (Required) Ability to compose, edit and proofread materials using proper grammar, syntax and punctuation; Skill in writing clear, concise, logical and grammatically correct forms, correspondence, and memos. (Required) Skill in systematically organizing and maintaining materials, information, and files to effectively accomplish duties and tasks. (Required) Ability to answer questions, solve problems, and make recommendations by gathering data and conducting administrative analysis. (Required)

Education, Licenses, Certifications & Personal Affiliations

Bachelor's Degree in related area and/or equivalent experience/training (Required)

Special Conditions for Employment

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment. Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

Schedule

8:30 am to 530 pm

Union/Policy Covered

99-Policy Covered

Complete Position Description

https://universityofcalifornia.marketpayjobs.com/ShowJob.aspx?EntityID=38&JDName=Human%20Resources%20Generalist%202%20(TBD_179)