General Information
| Job Description | BLANK AST 3 | Working Title | Academic Personnel Assistant |
|---|---|---|---|
| Job Code | 004722 | Grade | |
| Department Name | CNAS Personnel Service Center - D01339 | Department Head | Joyleen Salas |
| Supervisor | Marie Lanathoua-Good | Effective Date | 08/22/2022 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Department Custom Scope
| Under the supervision of the Assistant and/or Director of the Academic Personnel Services Unit (APSU) in the HARVEST Shared Services Center in the College of Natural and Agricultural Sciences (CNAS), provides Academic Personnel administrative support to multiple departments in the College of Natural and Agricultural Sciences. Responsibilities include Preparation of appointment/reappointment files for non-Senate academics; Visa Processing; Academic Senate and Non-Senate recruitments; Determining Instructional Work Credits; Coordination of materials and forms for processing academic leaves, exception removals; Working closely with the Department Chair and faculty members as the first point of contact for academic personnel matters. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Five years experience or an equivalent combination of education and experience equivalent to a Bachelor's degree in business, finance, or human resources, or related discipline, plus one year of related work experience | Required |
| Earned Bachelors degree in human resources, business, finance, or related discipline. | Preferred |
Experience Requirements
| Experience | Requirement |
|---|---|
| Three years' experience in providing quality customer service. | Required |
| Two or more years' experience applying UC Systemwide or UCR Campus policies, procedures, or systems for personnel or payroll such as The CALL, the Academic Personnel Manual, AP Recruit, or iRecruit. | Preferred |
| Knowledge of processing immigration documents. | Preferred |
| Demonstrated knowledge of the UC Senate and non-Senate appointment/reappointment processes. | Preferred |
| Two or more years' work experience in Higher Education. | Preferred |
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
| Non-Senate Academic Appointments, Reappointments, Academic Recruitments, Visa Processing and Academic Leaves. Functions as the first point of contact to the departments and the office of the Dean on academic personnel matters. Assists the departments with initiating personnel actions and to determine complex scenarios requiring Dean's Analyst advice. Consults with the Dean's Analyst to provide guidance back to the departments when considering the appropriate position title or step, relevant duties, and criteria for appointment or reappointment. Works collaboratively with the departments to prepare documents for Dean approval. Remains current on policies, procedures, and systems affecting non-Senate appointments and reappointments. Attends system training and re-freshers for AP Recruit. Adheres to the Academic Personnel Manual (APM), The Call, collective bargaining contracts, and academic personnel procedures in all aspects of the position. Prepares documents, forms, emails, or other correspondence that are routed to the Dean's Analyst for their review; ultimately these items will be approved by the Dean, Divisional Deans, and / or central Academic Personnel Office. Professional and accurate content of these documents provide the basis for decision making affecting faculty and non-senate title, status, or pay. | 40 |
| Non-Senate Academic Appointments, Reappointments, Academic Recruitments, Visa Processing and Academic Leaves. Independently gathers information and prepares documents for Senate and Non-Senate Academic appointments, reappointments, and Visa processing with strict adherence to Academic Personnel and affirmative action policies and procedures. Contacts individual faculty members and non-senate academics, compiles information, and prepares materials for the Dean's Analyst to review. This includes but is not limited to: UC Biography forms, curriculum vitae, faculty vote, and Visa documents. Provides administrative support throughout the entire process. Initiates process for Instructional Workload Credits (IWC) after the need for a Lecturer is identified. Gathers multiple data points used and calculates IWC credits that determine Lecturer pay. Works collaboratively with the Department Chair to complete IWC forms and submit requests for approval. Coordinates the annual performance evaluation process for post doctoral scholars. Update and maintain file tracking. Remains current on changes to union contracts for Post Doctoral Scholars and Lecturers (Unit 18). First point of contact for academic leaves; special research, without salary, and sabbaticals. Works directly with the Department Chair to obtain written approvals. | 40 |
| General Administrative Support Independently responsible for assisting with academic position advertisements for recruitments, assemble applicant files, and coordinate mailing activities. Maintains close communication with supervisors, Department Chairs, and department administration contacts to ensure that tasks are completed and the needs of the departments are being met. Other duties as assigned to support daily operations of the HARVEST Shared Services Center and delivery of services. | 20 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Demonstrated ability to research and analyze information and to independently formulate and implement solutions to problems. | Required |
| Demonstrated knowledge of and experience with online personnel systems or databases. | Required |
| Demonstrated ability to type, format, proofread, and edit routine document and complex technical documents using MS Word, Excel, databases, calendar, and email software. | Required |
| Demonstrated ability to maintain confidentiality at all times. | Required |
| Demonstrated excellent oral and written communication skills, with the ability to interact effectively with a diverse clientele. | Required |
| Demonstrated understanding and application of general personnel, labor relations, HR, and payroll policies and procedures | Required |
| Demonstrated advanced skill levels in accurate record keeping with strict attention to detail. | Required |
| Demonstrated excellent time management, organizational, and analytical skills. Ability to work independently with minimal supervision; work effectively with frequent interruptions. | Required |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|
Other Special Requirements & Conditions
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Level of Supervision Received
| General Supervision |
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 |