Dean/Department AP Analyst 1 - 134609

Department Overview

UC San Diego is a leading public institution and one of the world's top 15 research universities, renowned for fostering collaboration, innovation, and societal impact. The School of Physical Sciences, founded by Nobel laureates and National Academy members, includes the Departments of Chemistry and Biochemistry, Mathematics, Physics, and Astronomy & Astrophysics, driving UC San Diego's global reputation.

As one of the largest schools in Academic Affairs, Physical Sciences is led by the Dean, with support from Assistant and Associate Deans and Department Chairs. The School comprises approximately 200 faculty FTE, 50 professional researchers, 120 postdoctoral scholars, 45 lecturers, 200 staff, and 100 student workers. It serves 4,000 undergraduate majors, 700 graduate students, and enrolls 76,000 students annually. With $184M in annual expenditures, including $76M in sponsored research, the School occupies 600,000 square feet across eight buildings, supporting diverse instructional, research, and recharge facilities.

Position Overview

As a member of the Dean's Office Academic Personnel (AP) review team/unit, the Assistant AP Analyst will learn to conduct the review and analysis of academic appointment and review files, temporary academic appointment files, and Non-Senate Instructional Unit (Unit 18) files. The incumbent will work with the Dean's Office senior AP Analysts to provide counsel regarding academic and temporary academic personnel issues and actions to departmental chairs, staff, the Dean, and other campus administrators. Compose and/or edit a wide variety of correspondence for the signature of the Dean. Participate in the development, analysis, and implementation of new departmental policies.

Receives instructions on most work assignments, and regularly consults with senior academic HR Analysts and/or managers while completing tasks. Exercises some judgment within defined procedures and policies to determine appropriate action. Crosstrain and serve as backup to the Dean's office academic personnel team. Serve on cross-functional teams to solve problems and implement new processes relating to academic personnel. Provide administrative support in the Dean's Office as needed.

The incumbent will also provide departmental support to the Astronomy and Astrophysics department and may act as a liaison/backup for all Physical Sciences department AP staff. The incumbent will support file preparation and review for all types of departmental academic appointees, including senate faculty, professional researchers, adjuncts, and Unit 18 Lecturers. Will also assist with the academic recruitment process including providing non-complex staff support to faculty review committees or the Chair. Under supervision from senior AP analysts, provides guidance, analysis, interpretation, and makes recommendations to the chair, faculty, Chief Operating Officer (COO), and the Human Resources Manager on matters involving academic personnel administration, including recruitment, advancement, compensation, benefits, leaves of absence, faculty relations, and visa/immigration issues for all professorial titles. Participates in faculty meetings, and initiates and coordinates recruitment efforts, appointments, advancements, visas, and recalls. Review, assess, and recommend revisions to existing policies and procedures; develop and formulate changes. Interact with Academic Personnel staff throughout the general campus, SIO, and UC Health for joint appointments.

This job description is not intended to be all-inclusive. It is understood that the employee will also perform other reasonably related business duties if requested by the supervisor. Job descriptions are reviewed periodically and may be revised if deemed necessary.

• Occasional evenings and weekends may be required. Overtime may be required.

• Analytical skills to conduct analysis and develop recommendations, demonstrating organizational and problem-solving skills. 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.

• Ability to communicate effectively one-on-one or in group settings, taking into account differences in social, cultural, professional, and educational backgrounds. Initiative to follow up on projects and to be proactive and to diplomatically persevere in assisting academics to meet established deadlines.

• Excellent communication skills and ability to communicate technical and nuanced information in person, by telephone, or by e-mail. Skills to communicate effectively, both verbally and in writing. Knowledge of correct spelling and grammar and excellent proofreading skills.

• Skill to operate a personal computer and demonstrated knowledge of databases, general computer applications, and programs including word processing and spreadsheets. Willingness and ability to update and increase computer skills and knowledge as needed.

• Demonstrated understanding of the importance of ensuring an equitable, inclusive, and diverse working environment, with the ability to work as a part of a diverse and collaborative team. Demonstrated competency and commitment to equity, diversity and inclusion.

• 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. Ability to read and comprehend college-level material (scientific/medical terminology).

• Willingness and demonstrated ability to embrace and consistently uphold the principles of community for a collaborative work environment.

• Familiarity with institutional data systems with an ability to conduct research. Skills sufficient for the effective manipulation and analysis of quantitative data.

• Job offer is contingent upon a satisfactory clearance based on FBI and DOJ background check results.

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.

UC San Diego is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

For the University of California's Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20
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 a conditional 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; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

a. "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, 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