General Information
| Job Description | ACAD HR SUPV 2 | Working Title | Academic Personnel Assistant Director |
|---|---|---|---|
| Job Code | 007711 | Grade | 24 |
| Department Name | CHA&SS Dean's Office - D01008 | Department Head | Daryle Williams |
| Supervisor | Susan Brown | Effective Date | 07/26/2022 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|---|---|
| 007714 | ACAD HR ANL 2 | 2.0 |
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. Provides priority setting and work flow analysis. Responsible for the activities of a section or department with responsibility for results. |
Department Custom Scope
| Under the general direction of the CHASS Academic Personnel Director, this position provides professional level responsibilities for the Academic Personnel unit of the Dean's office in CHASS. This position serves as a critical member in the CHASS Academic Personnel team and will serve as one of the Assistant Directors of the unit overseeing the full portfolio of academic personnel actions for the college including appointments, reappointment's, merits, promotions and retention's. In concert with the Director of the Academic Personnel Unit and the senior leadership team in the Dean's office, they will participate in strategic planning, perform analysis and formulate recommendations in a wide variety of academic personnel areas and will develop and implement college policies and procedures. This position supervises staff supporting the academic personnel processes for departments and is responsible for ensuring timelines are met and files are in compliance with policies and procedures. Must possess a comprehensive knowledge of UC policies and procedures, college practices and guidelines and must demonstrate a detailed understanding of the day-to-day operations of academic personnel functions at the department and college level. The College Academic Personnel Office provides support to the college leadership team, 20 departments, multiple centers, interdisciplinary programs that includes the support of Department Chairs and Directors. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in related area and/or equivalent experience/training. | Required |
Experience Requirements
| Experience | Requirement |
|---|---|
| Minimum of 6 years of related experience. | Required |
| 6 - 10 years of related experience. | Required |
| Previous experience working closely with faculty in a higher education institution. | Preferred |
| Previous supervisory/managerial experience. | Preferred |
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
| 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. | 20 |
| 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 |
| Serves as Assistant Director and coordinator for the academic appointment, reappointment, recruitment, merit and promotion, and leave processes for senate and non-senate faculty. Communicates directly with college leadership and departments to find solutions to complex personnel problems. Performs complex analytical, interpretive and evaluative tasks: addresses complex/unique problems and issues without precedent or structure. Formulates recommendations, and implements decisions in concert with the Director on behalf of college leadership on issues relating to academic personnel. Ensures that files are prepared in compliance with appropriate academic personnel policies and manages workflow to ensure files meet college and campus submission deadlines. Reviews workflow of analysts to ensure processes are streamlined and efficiencies are realized. Provides Director with periodic status reports of all files and actions. Maintains records of faculty to ensure data is accurate including sabbatical accruals, salary and advancement history. | 15 |
| Analyze and interpret complex policies, procedures and bargaining unit contracts including Unit 18 Lecturers, Academic Student Employees [ASE]. Postdoctoral Scholars, Researchers and other non-senate academics. Provide direction to departmental staff regarding recruitment, review procedures, and preparation of appointment, reappointment, assessment, merit, and excellence review files. Analyze complex issues regarding compensation, layoffs, reduction in time, complaints and grievances working with Labor Relations and college leadership, as appropriate. | 15 |
Oversees a support staff involved in the processing and maintenance of academic HR records.
|
10 |
| Liaisons with campus Academic HR Office to resolve difficult academic HR problems/grievances. | 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 |
Participates in developing and monitoring operational and budget processes, staff FTE, finance, human resources and space planning.
|
5 |
| Working as part of the Academic Personnel team in the CHASS Dean's Office, develop training programs for staff and faculty within the college. Working cooperatively with team members, plan training schedules, develop training materials (both electronic and hard copy), participate in training programs and make presentations on a variety of academic personnel subjects. | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Able to provide guidance and coaching of process and policies to individual academics, unit management, and various committee groups. | Required |
| Strong decision making, analytical, problem solving, critical thinking, and resource management skills. | Required |
| Demonstrated experience with employee and labor relations issues including interpretation of applicable laws, regulations, policies, and contracts. | Required |
| Requires political acumen and risk management awareness to prevent potentially litigious personnel actions. | Required |
| Superior communication skills to effectively and professionally communicate using tact and diplomacy. | Required |
| Able to interpret complex academic HR policies and procedures with risk management exposure to the organization. | Required |
| Comprehensive understanding of the academic review process. | Required |
| Requires strong knowledge of organization and system academic HR policies, guidelines, and procedures. | Required |
| Demonstrated knowledge of policies and procedures in Academic Personnel for the UC system including APM, CALL, Unit 18. Knowledge of Affirmative Action and Recruitment guidelines. Knowledge of campus Academic Personnel applications, AP Recruit. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|
Other Special Requirements & Conditions
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Level of Supervision Received
| Direction |
Environment
Working Environment
| Campus |
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: Yes |