Assistant Academic HR Analyst

La Jolla 9500 Gilman Drive, San Diego, CA 92037, United States Payroll Title: ACAD HR ANL 1 CX Department: SCHOOL OF BIOLOGICAL SCI. Hiring Pay Scale $27\.35 \- $36\.83 / Hour Worksite: Campus Appointment Type: Career Appointment Percent: 100% Union: CX Contract Total Openings: 1 Work Schedule: Days, 8 hrs/day, Mon \- Fri \#141421 Assistant Academic HR Analyst ------------------------------------------ Filing Deadline: Fri 10/2/2026 UC San Diego values and welcomes people from all backgrounds. If you are interested in being part of our team, possess the needed licensure and certifications, and feel that you have most of the qualifications and/or transferable skills for a job opening, we strongly encourage you to apply. UCSD Layoff from Career Appointment: Apply by 9/23/26 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor. Reassignment Applicants: Eligible Reassignment clients should contact their Disability Counselor for assistance. DESCRIPTION =============== Learns and applies academic HR concepts, organization, and UC system\-wide policies and procedures to provide support to faculty, academic staff, and administrators in resolving a variety of academic human resources issues of limited scope under direction. Confidentially liaise with School staff and faculty, the Academic Personnel Services office, and cross campus departments as needed. Under the supervision of the AP Manager, this position provides administrative and analytical support for both the Dean's office and Department academic personnel, payroll, and benefits functions within the School of Biological Sciences. Responsibilities include coordinating file preparation for all types of academic appointees — including lecturers, adjuncts, faculty, professional researchers, and academic coordinators — setting up Interfolio cases, updating and annotating bio/bibs, editing bibliographies, and ensuring all materials are accurate and complete in accordance with PPM, APM, or contract requirements. Under direction, the role drafts template letters, conducts initial reviews of file materials, follows up on missing or incomplete items, prepares summary forms and referee ID information, and tracks file status to ensure timely submission. Responsibilities also include reviewing, re\-filing, and tagging documents in the Dean's AP SharePoint in accordance with established file type conventions, filing new documents in appropriate folders with proper tags, making data entries into various trackers and databases, cleaning up SharePoint to remove redundant files, archiving older versions of documents, deleting draft versions, auditing payroll records and updating campus systems to ensure accuracy, and cleaning up old Dean's office admin share folders to ensure all relevant documents are uploaded to SharePoint and outdated or draft documents are removed. The position provides non\-complex staff support to faculty review committees by advising faculty, Chairs, and Vice Chairs on appointment and reappointment options within the professional researcher series with consideration to visa implications, informing PIs of benefits implications with new titles, and advising faculty sponsors on RA union contract requirements. Responsibilities include supporting the appointment and reappointment process of Adjunct Professors for both Salk and non\-Salk adjuncts, ensuring files follow the MOU between Salk and BioSci, advising the Associate Dean of Education on Unit 18 and Continuing Lecturer requirements per contract, and supporting faculty search committees by assisting with ad placement and uploading ads into AP Recruit. Working closely with the Department Academic Personnel Manager, the role coordinates appointment files for temporary and continuing lecturers, collaborates with USIS and the Summer Session office to prepare summer lecturer appointment files and enter them into UCPath, and monitors quarter counts of Unit 18 lecturers to determine needs assessment requirements, reappointment durations, first\-year assessments, and effectiveness reviews per the IX contract. The position reviews all file documents for accuracy and compliance with campus and system\-wide guidelines, assists with tracking activities in UC OATS including annual disclosure and Category I requests, and reviews faculty entries for APM 025 compliance with direction from the AP Analysts and APHR Sr Director. Onboarding and leave responsibilities include assisting with onboarding for adjuncts, Unit 18s, and researchers once offer letters are issued and accepted, supporting visa applications, advising academics on leave of absence options, and preparing all related documentation — including FMLA, CFRA, PDL, and disability paperwork — in compliance with PPM, APM, contract, and School requirements. The role coordinates with the International Center for visa holders on leave without pay status and interfaces with the Benefits Office for disability claim forms and with UCPC for time reporting and continuation of benefits coverage. Payroll responsibilities include tracking faculty compensation actions such as summer salary, FSEP, NSP, and stipends, performing UCPath entry for all types of academics, troubleshooting to facilitate timely corrections or updates, and conducting initial reviews of UCPath reports for range adjustments — such as confirming whether UCPath correctly updated researcher salaries to the new scale. Back\-up support responsibilities encompass appointment and reappointment processing for postdoctoral scholars, visiting scholars, and visiting graduate students via RSAS, conducting new hire orientations, and providing back\-up support for staff HR functions including onboarding, Ecotime troubleshooting, and performance evaluation tracking. Administrative duties include creating reports, tables, and charts, designing spreadsheets, extracting and analyzing data from Sybase (SQL) databases, AP Data, and Cognos reports, maintaining all paper and digital personnel and payroll records, and assisting in the design and management of personnel databases. QUALIFICATIONS ================== Bachelor's degree in related area and / or equivalent experience / training. Acquiring knowledge of and ability to apply / interpret organization and college policies and procedures which govern academic HR. Acquiring knowledge of organization, college, and departmental formal and informal policies and procedures, and understanding of variances to stated policies. Acquiring knowledge of organization's human resource management system (HRMS) and other related business software programs and systems. Acquiring knowledge of unit academic culture and educational goals of discipline(s) served. Analytical skills to conduct analysis and develop recommendations, demonstrating organizational and problem\-solving skills. Skills to communicate effectively, both verbally and in writing. Willingness and demonstrated ability to embrace and consistently uphold the principles of community for a collaborative work environment. Demonstrated ability to learn and work independently with a variety of computer applications and University information systems (UCPath, Cognos, Interfolio, Ecotime, AP Recruit, etc.). Ability to maintain confidentiality, to work independently and exercise good judgment to identify problems and recommend reasonable course of action for problem resolution. Ability to prioritize, follow through on tasks, handle multiple tasks simultaneously, and meet deadlines independently; respond to urgent requests with the demonstrated ability to function well in a high\-volume environment with frequent interruptions Demonstrated ability to learn new methods for computer aided data reporting/retrieval, new computer applications, data and word processing software and relational database systems. Demonstrated skill to extract, compile and analyze data to write clear and concise reports. Acquiring knowledge of organization's human resource management system (HRMS) and other related business software programs and systems. In\-depth knowledge of computer environments, including a variety of standard web and business\- and research\-related software such as MS Office Word, PowerPoint, Outlook, Access, and Excel, Adobe products, and internet search engines. Knowledge of and ability to use Web\-based applications, with the ability and willingness to increase skills as needed to meet the demands of business. Acquiring knowledge of and ability to apply / interpret organization and college policies and procedures which govern academic HR. Familiarity with human resources administration. General knowledge of state and federal law as they pertain to human resources administration, with the ability to interpret policies and procedures relevant to represented and non\-represented employees. Demonstrated ability to learn, understand, and apply university academic personnel policies, union contracts, and departmental procedures to process routine employment actions. Acquiring knowledge of unit academic culture and educational goals of discipline(s) served. Ability to read and comprehend college\-level material (biological/medical terminology). Familiarity with leave administration (e.g. FMLA, CFRA, PDL). Demonstrated experience in researching and evaluating information, preparing concise, well\-organized reports, summaries and policy documents. Skills to communicate effectively, both verbally and in writing. Demonstrated excellence in writing and composition skills to concisely, persuasively, and clearly produce reports, write procedures, correspondence, and documentation. Excellent proofreading skills to check accuracy, clarity, grammatical and syntactical correctness and continuity. Strong interpersonal skills and the ability to interact with a diverse group of individuals, using tact, diplomacy, and sensitivity; ability to develop and maintain good working relationships with employees, faculty, managers, supervisors and campus administrators. Analytical skills to conduct analysis and develop recommendations, demonstrating organizational and problem\-solving skills. Excellent organizational, analytical and problem\-solving skills to independently coordinate all details of a project ensuring that all deadlines are met. Skill to organize and prioritize large volumes of material to meet established deadlines. SPECIAL CONDITIONS ====================== Job offer is contingent upon satisfactory clearance based on Background Check results. Occasional evenings and weekends may be required. Pay Transparency Act Annual Full Pay Range: Unclassified \- No data available (will be prorated if the appointment percentage is less than 100%) Hourly Equivalent: Unclassified \- No data available Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable). If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements. To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community. The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law. For the University of California’s Anti\-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti\-Discrimination UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information. Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts an offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; or have filed an appeal of a finding of substantiated misconduct with a previous employer. a. "Misconduct" means any violation of the policies governing employee conduct at the applicant’s previous place of employment, including, but not limited to, violations of policies prohibiting sexual harassment, sexual assault, or other forms of harassment, or discrimination, as defined by the employer. For reference, below are UC’s policies addressing some forms of misconduct: UC Sexual Violence and Sexual Harassment Policy UC Anti\-Discrimination Policy Abusive Conduct in the Workplace Job Details --------------- Date Posted 09/18/2026