Job Description

Payroll Title:
Hiring Salary Range
$50,000 - $55,500 /year
Hybrid Remote
Appointment Type:
Appointment Percent:
Total Openings:
Work Schedule:
Days, 8 hrs/day, Mon - Fri

#118386 Academic Personnel Analyst 1

Extended Deadline: Tue 11/29/2022

UC San Diego values equity, diversity, and inclusion. 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.

For the safety and well-being of the entire university community, the University of California requires, with few exceptions, that all students, faculty and staff be vaccinated against the COVID-19 virus and influenza before they will be allowed on campus or in a facility or office. For more information visit: Flu Vaccine Mandate / COVID Vaccine Policy

UCSD Layoff from Career Appointment: Apply by 08/23/2022 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 09/02/2022 Eligible Special Selection clients should contact their Disability Counselor for assistance.

  • This position is open until filled. First Review Date 09/02/22.


The Rady School of Management provides business education through its Masters degree programs, PhD program, undergraduate minors and courses, and executive business seminars.

The Rady School's values are excellence, innovation, collaboration and integrity. The staff who work at the Rady School have created a highly participatory, high energy, upbeat environment where providing excellent customer service to our students is a priority.

The Academic Personnel Analyst I at the Rady School of Management is an important team member of a 4 person Academic Personnel area at UC San Diego's graduate business school. The position works with members of the Rady School Academic Personnel team to provide support on a wide range of academic personnel and human resources actions and projects related to faculty, lecturers, visiting scholars, and visiting graduate students.

This particular Academic Personnel position focuses on the hiring of Visiting Scholars and Visiting Graduate Students, who come to UC San Diego Rady School of Management from other universities on a temporary basis to exchange ideas and work on joint research with Rady School of Management faculty.

After completing training, the position uses specialized HR/payroll/Academic Personnel online systems such as UCPath (UCSD's online personnel/payroll system) and AP Online, UCSD's academic personnel system. The Academic Personnel Assistant 1 ensures completeness and accuracy of all entries related to compensation, term of employment, type of academic employment, employee name, address, and other biographical and position details.

The position addresses issues related to international visitors, collecting information on visa status or visa-related issues so that visiting scholars and visiting rad students arrival in the US goes smoothly and meets visa requirements. The position then serves as a liaison with the UCSD International Center regarding visa documentation/procedures.

This position also assists the Rady School's two Academic Personnel Analyst 2 colleagues, who focus on permanent faculty and lecturers. This position may compile required documents for faculty employment and academic performance reviews (salary reviews, promotions,), proofreading/editing documents, updating information about faculty accomplishments, searching online systems for information, creating spreadsheets to track personnel actions, etc. This position may assist with onboarding new visiting scholars and visiting graduate students, welcoming them, providing an array of information about benefits and orientation to the Rady School, assisting them with travel/relocation issues, submitting reimbursement expenses, reconciling documents, etc.

  • Occasional overtime may be required.

  • Cover letter is highly recommended.


  • Ability to learn academic personnel HR concepts, policies, and procedures regarding recruiting, wage and salary administration, onboarding, benefits. Ability to provide assistance with faculty recruitments, faculty salary actions, basic leave administration, and faculty salary programs.

  • Experience using an online administrative or financial system in a work setting. Experience making entries, researching information, transferring information in a database or online system. Ability to learn to use an online HR or personnel system to enter or inquire about dates of hire, rates of pay, job titles, visa status and to process new hire paperwork including confirming work authorization, ensuring the completion of new hire documents such as W-2s, direct deposit, etc.

  • Experience using shared drives, experience creating documents using Word and/or Google Drive, and basic spreadsheets using Excel or Google Sheets. Experience w/ Outlook email and calendaring. Experience keeping a systematic approach to electronic and paper files and documents, checking accuracy and completeness of file contents/documents; experience monitoring the progress of project and taking action to expedite when necessary.

  • Experience making data entries or inquiries into a complex online system either at UCSD or elsewhere into personnel/payroll/timekeeping/financial/administrative systems such as UCPath and/or UC Academic Personnel Online, UCSD HireOnline, JDOnline, MyTime or Ecotime or a similar online administrative, financial, or purchasing system. Experience running reports, or seeking information regarding employment, work status, payroll, biographical information, etc.

  • Professional, polished business demeanor and communication skills. Experience establishing credibility with others while communicating via phone, email, letter, or in person. Ability to establish rapport with diverse personalities, including non-native English speakers, within and outside of the University, using tact and diplomacy.

  • Prioritization skills. Multi-tasking skills. Experience working under a deadline. Experience reassessing and reprioritizing workload based on deadlines.

  • Experience scheduling of full-day meetings/interviews and calendaring multiple meetings in one day for visitors. Experience making travel arrangements for business travel domestically and internationally and/or explaining university policies regarding travel/lodging expenses and reimbursements. Experience reviewing and reconciling travel/lodging/meeting expenses and using an online system to submit for reimbursement/reconciliation.

  • Ability to work in partnership and to develop rapport with faculty, visiting scholars, and visiting graduate students. Customer service and rapport-building skills.

  • Experience working with a team of other admin support professionals; providing backup coverage for colleagues. Collaboration skills. Willingness to support colleagues during time of peak workload.


  • Experience working in a university or college environment, interacting with faculty or students.

  • Experience independently using a variety of online/computer applications and information systems (Canvas, Cognos, Interfolio,Oracle Cloud, Marketplace, etc.) or similar system elsewhere.


  • Job offer is contingent upon satisfactory clearance based on Background Check results.

Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).

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/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see:

UC San Diego is a smoke and tobacco free environment. Please visit for more information.

Application Instructions

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