General Information
| Job Description | ACAD HR SUPV 2 | Working Title | Director of Academic Affairs |
|---|---|---|---|
| Job Code | 007711 | Grade | 23 |
| Department Name | SOM Finance & Administration - D02013 | Department Head | |
| Supervisor | Effective Date |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|---|---|
| 007714 | ACAD HR ANL 2 | 1 |
| 007715 | ACAD HR ANL 3 | 3 |
Generic Scope
| Provides direct supervision typically to professionals or skilled technical employees. Functions as advisor to unit and administration. Analyzes and resolves problems, interprets policies (e.g., fiscal management, HR, contracts and grants, resource management in defined areas) and demonstrates solid subject matter knowledge. Exercises judgment within defined procedures and policies to determine appropriate action. Supervises staff to assure accountability and stewardship of department resources (operational, financial, and human) in compliance with departmental goals and objectives. |
Custom Scope
| Receives assignments in the form of objectives with goals and the process by which to meet goals. Provides direction to Academic HR staff according to established policies and management guidance. Administers Academic HR policies that directly affect subordinate staff. Recommends changes to department policies and practices. Identifies risks and responds accordingly. Provide priority setting and work flow analysis. Responsible for the activities of a section or department with responsibility for results. |
Department Custom Scope
| Reporting to the Dean through the Associate Dean for Academic Affairs, the Director of Academic Affairs in the UCR School of Medicine (SOM) is an integral position for management and oversight of policy and processes relating to academics and, in particular, the Health Sciences Compensation Plan (HSCP). Manages the Office of Academic Affairs, supervises its staff, and manages its budget. This position is the primary support for the recruitment, appointment and promotion process of the faculty and is responsible for a wide range of activities supporting the broadly defined areas of academic affairs, including: recruitment, appointments; salary negotiation; retention; merits and promotions of faculty; development of policies and their implementation; dissemination of information relating to academic faculty; development of policies and their implementation; dissemination of information relating to academic systems and data capture projects; data collection; analysis planning; academic related issues (leaves and benefits, grievances, mediations, separation, scientific misconduct, required training), and development of and sponsoring programs for academics. Service and support is provided for senate and non-senate SOM faculty, including HS Clinical and volunteer Clinical faculty, academic employees in non-faculty titles, and full-time clinical faculty physicians affiliated with the Faculty Practice Plan. The Director of Academic Affairs serves as a change agent, providing leadership to develop the systems infrastructure needed for a SOM; assesses, streamlines, and continuously improves the School's academic appointment/promotions process and procedures as appropriate, providing education, development and community building with departmental academic affairs managers and working with other key managers in creating an effective and efficient administrative structure for the SOM as it relates to academic affairs and management of the HSCP for the SOM. The Director will be a project manager on multiple projects needed for implementation of health science faculty compensation. The Director is an integral staff member and resident expert to advise SOM leadership and its faculty on component parts of the HSCP and compliance to the terms and conditions of the HSCP. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in related area and/or equivalent experience/training. | Required |
| Master's degree in related area and/or equivalent experience/training. | Preferred |
Experience Requirements
| Experience | Requirement |
|---|
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
| Supervises a section or unit responsible for some or all of the following areas for senior academic employees: recruitment and retention efforts, pay administration, employee benefits, health and safety and affirmative action plans. | 15 |
Liaisons with campus Academic HR Office to resolve difficult Academic HR problems/grievances.
|
10 |
| Provides interpretation of complex academic HR policies and procedures with risk management exposure for the organization, such as final appraisal and security of employment reviews. | 5 |
Serves as expert resource for the unit on academic HR issues.
|
5 |
| Acts as unit's Labor Relations officer with respect to academic complaints or grievances. | 5 |
| Oversees a support staff involved in the processing and maintenance of Academic HR records. | 5 |
| Participates in developing and monitoring operational and budget processes, staff FTE, finance, human resources and space planning. | 5 |
| Participates in the development and monitoring of policies and procedures for department or department operations. | 5 |
| Recommends hiring of new employees, salary actions, terminations, and performance ratings. | 5 |
| Plays a leadership role in the strategic planning of new IT initiatives for academic affairs. Applies innovative use of information technology to facilitate transaction processing, monitoring, reporting responsibilities and records retention. Works with the Dean and SOM leadership on design and implementation of new programs. Investigates, identifies, and develops business systems for data collection, execution of business processes and reporting to increase efficiency, accuracy, and quality to keep pace with rapidly changing business needs. Works with SOM Information Technology to develop infrastructure necessary to build an information data warehouse conducive and efficient to reporting systems needed for an SOM Academic Affairs unit. Establishes controls to secure academic personnel confidential data once electronic systems have been established. Provides analytical support on a board range of complex business systems issues and resolve or make recommendations for resolution. Researches and prepares senior-level documents, white papers and reports. Leads or performs various ad hoc analytical studies and data collection efforts using business technology systems. | 10 |
| Manages and oversees the School's faculty and academic recruitment, appointment and advancement processes. Participates as a team member at the campus level, providing analysis and input regarding the continued development, maintenance, and enhancement of the E-file and AP Recruit systems. Prepares and reviews highly complex confidential academic appointment and advancement packets, applying full knowledge of all relevant rules and policies. Ensures that UCR's Affirmative Action Guidelines for Academic Personnel are followed and adhered to. Ensures compliance with State and Federal employment laws and regulations. Reviews and oversees completion of the Dean's level review of all academic merits/promotions, accelerated actions, senior level appointments, and non-reappointments, making recommendations to the Dean where appropriate. | 10 |
| Represents the School in the development and implementation of campus-wide and system-wide academic personnel initiatives. Participates in the development of campus policy, procedures and systems in academic personnel to ensure School academic programs and faculty interests are served. Works with campus departments on specific needs of the SOM to effectively implement the SOM HSCP. Convenes and leads School-wide, cross-functional committees, as needed, when issues have been identified that require input from multiple departments for resolution, collaborating with departments (department chairs, AP staff and faculty) on such initiatives. | 10 |
| Works together with HSCP faculty committee and Associate Dean for Academic Affairs in evaluating current and developing compensation programs, policies and procedures for the Health Science Compensation Plan (HSCP). Identifies areas of concern and develop recommendations. Provides compensation advice and assistance to School senior managers and other constituents regarding pay structures, ensuring compliance with UC policies and procedures. Provides guidance to faculty and managers related to compensation programs and policies and procedures for the HSCP. Provides information and support to department and campus efforts to implement and comply with compensation policies, requirements and regulations. Gathers and synthesizes data to advise the Dean, Senior Associate Deans and Associate Deans on exceptions to policy, making recommendations for solutions as needed. Participates in compensation surveys by collecting and analyzing competitive salary information. Replies on behalf of the School to national surveys, i.e., AAMC. Provides detailed market analysis models and innovative recommendations based upon survey results to School management. Administers the School's supplemental Life, ADD and Long-Term Disability Insurance plans, including eligibility and enrollment process, and negotiation of policy changes and premiums. | 10 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Requires good knowledge of organization and system Academic HR polices, guidelines and procedures. | Required |
| Requires political acumen and risk management awareness to prevent potentially litigious personnel actions. | Required |
| Complete understanding of the academic review process. | Required |
| Able to provide guidance and coaching of process and policies to individual academics, unit management and various committee groups. | Required |
| Able to interpret complex academic HR policies and procedures with risk management exposure to the organization. | Required |
| Good decision making, analytical, problem solving, critical thinking and resource management skills. | Required |
| Demonstrated leadership skills, including strategic planning. | Required |
| Excellent oral communication skills which demonstrate the ability to effectively convey and explain information, influence outcomes and tactfully deal with diverse people, situations and ideas. | Required |
| Excellent written communication skills which demonstrate the ability to draft clear, concise specifications, documentation and reports. | Required |
| Demonstrated ability to regularly generate new ideas and solutions (be proactive, creative and innovative), anticipate and prepare for future events and outcomes, deal promptly and effectively with difficult problems and issues, plan and meet critical deadlines and master new situations or information quickly and easily. | Required |
| Demonstrated ability to maintain strict confidentiality of privileged information, and perform a wide range of duties that require tact, sensitivity, independent judgment, diplomacy, organizational skills, flexibility and discretion. | Required |
| Demonstrated ability to focus on key issues, research, gather and integrate information and lead or participate with others across organizational and institutional lines in developing a wide range of qualified resources and data as the basis for formulating recommendations and developing approaches to resolving issues and problems. | Required |
| Demonstrated management skills, including the ability to adapt to constantly changing priorities in managing a wide range of projects. | Required |
| Demonstrated ability to work well in teams and independently and to effectively work with staff at all levels of the organization. | Required |
| Thorough knowledge of the Microsoft Office suite of software and experience in effectively using Word, Excel, and PowerPoint to create documents, reports, and presentations. | Required |
| Knowledge of and experience with UC academic personnel. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|
Other Special Requirements & Conditions
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Level of Supervision Received
| Direction |
Environment
Working Environment
| UC Intellicenter |
Other Requirements
Items Used
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Physical Requirements
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Mental Requirements
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Environmental Requirements
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Critical Position
| Is Critical Position: No |