Job Description

Payroll Title:
Hiring Salary Range
$56,000 - $67,000/year
Hybrid Remote
Appointment Type:
Appointment Percent:
Total Openings:
Work Schedule:
Days, 8 hrs/day, Mon-Fri

#117527 Academic Personnel File/Data Analyst 2

Extended Deadline: Mon 10/3/2022

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 7/18/22 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 7/27/22. Eligible Special Selection clients should contact their Disability Counselor for assistance.

  • This position is open until filled. First Review Date 07/28/22.


The Rady School of Management provides business education through its many graduate business degree programs, PhD program, and undergraduate business program. The Rady School's values are excellence, innovation, collaboration and integrity. The Rady School is a highly participatory, high energy, upbeat student-centric environment with high-achieving students and an engaged, team-oriented staff.

This position is part of the Rady School of Management's 4-person team in the Academic Personnel area and reports to the Rady Academic Personnel Manager. This position consults and interprets academic personnel policies, orchestrates the compilation and creation of content for academic files in preparation for academic reviews, draft summary documents reflecting faculty research activities, drafts complex documents used in faculty reviews/promotions, interacts with faculty leadership, and oversees that document creation and compilation are finalized in time to meet campus deadlines for review of academic files.

The position manages and organizes many of the activities related to faculty recruitment and keeps the process progressing towards completion in a timely manner. The position writes and places online job ads for academic positions, and using knowledge of campus policies, ensures compliance with campus goals and standard including ensuring compliance with Academic Affirmative Action requirements. The Academic Personnel Analyst responds to inquiries from permanent academics regarding UCSD and Rady School of Management Academic Personnel recruitment policies, and uses knowledge of UCSD Academic Personnel policies and procedures to advise and to clarify best practices regarding faculty recruitment.

The Academic Personnel File/Data Analyst 2 serves as the primary consultant to the Academic Personnel Supervisor in the analysis and interpretation of academic personnel policies and procedures. The Academic Personnel Analyst researches, analyzes and interprets Academic Personnel policies and procedures related to the academic recruitment process for permanent faculty and shares this knowledge with academic personnel colleagues and with faculty leadership.

The Academic Personnel File/Data Analyst 2 responds to questions from new faculty about benefits, the mortgage program, and office space, and provides onboarding/orientation to new academics regarding benefits and payroll issues. This position assists with record keeping for sabbatical credits and the submission of leave documents and reports. The position provides basic information to faculty regarding for taking sabbatical leave its impact on departmental assignments, salary and benefits. The position initiates and processes departmental academic affairs including academic recruitments, appointments, reviews and personnel actions, leaves, visas, separations, layoffs, etc.

This position functions as the department resource for visa requirements for permanent academic appointees, advising appointees on issues related to J-1, H-1B visas, etc. and coordinating all visa paperwork and visa actions for all academic appointees.

This position uses spreadsheets and other mechanisms to monitor and track a wide range of academic personnel actions & deadlines and collections data for ranking surveys, salary surveys, etc. The position enters information into databases, generates reports, and uses the UCSD academic activity tracking and reporting database as well as making entries into the UCSD personnel and payroll system UCPath.

As a backup to the other Rady Academic Personnel File/Data Analyst, this position assists with academic personnel actions related to the appointment, reappointment and advancement of Unit 18 lecturers, visiting scholars, researchers, visiting graduate students, and postdoctoral fellows. When needed, the position assists in the preparation of academic appointment and review files for Unit 18 lecturers, visiting ladder-rank faculty and others, ensuring complete, timely submissions.

  • Please submit a cover letter for a complete application.


  • Experience in the areas of academic personnel policies and actions. Previous exposure to university academic personnel/faculty terms such as tenure, fellow, lecturer, merit increase, off-scale. Knowledge of and ability to apply/interpret organization and college policies and procedures which govern academic HR.

  • Experience maintaining confidentiality regarding financial, payroll, and personnel information.

  • Experience related to organizing and arranging recruitment interviews/visits, making travel arrangements, travel itineraries, meeting itineraries, and experience processing reimbursements. Experience revising itineraries as needed.

  • Experience researching and interpreting policies; experience providing answers to questions by researching policies while paying attention to the nuances of facts and situations. Experience interpreting complex policies ,materials and documents in order to understand a complex issue.

  • Experience locating, extracting and identifying important information and data; experience analyzing, synthesizing and compiling data. Experience using a wide variety of resources and formats to compile material and data. Experience tracking deadlines and organizing data using spreadsheets.

  • Experience following a multi-step procedure to compile documents and records to yield a complex file of accomplishment (personnel file) . Experience monitoring the progress towards completion, under a deadline, and while seeking (and tracking) documents from a variety of internal and external sources.

  • Demonstrated organization, problem-solving, and communication skills. Demonstrated strong organizational skills to coordinate assembly of specialty (academic/faculty) personnel files and achievement records. Prioritization skills. Time management skills to coordinate workload under multiple deadlines, while maintaining a high degree of accuracy, attention to detail, discretion and confidentiality. Excellent communication/rapport-building skills.

  • Writing and composition skills to produce brief reports and to create summaries of faculty research accomplishments, academic courseload summaries, and other documentation. Ability to review personnel files and extract info and create a cohesive summary of work history and work achievements related to academic positions. Excellent proofreading skills to check accuracy, clarity, grammatical and syntactical correctness and continuity.

  • Knowledge of human resources management systems and other related business software programs and systems. Experience making detailed entries and/or researching information using systems like UCPath (Peoplesoft), AP Online, OR another similar complex online payroll and personnel systems used by large organizations/universities.

  • Experience working with policies and procedures as they relate to employee benefits, health insurance policies, retirement plan policies, pay policies, or academic course load or sabbatical credits. Experience responding to questions and explaining benefits information to others.

  • Customer service skills. Experience responding to requests in a timely manner under deadlines. Experience interact effectively with a diverse community of faculty, staff and public using diplomacy, tact and flexibility in various circumstances.

  • Proficiency in Microsoft Office products; outlook email; Experience with Google Sheets/Docs. Experience using spreadsheets. calendaring, document production, business communications. Experience creating minutes of meetings.

  • Knowledge of organization, college and departmental formal and informal policies and procedures and understanding of variances to stated policies.

  • Analytical skills to conduct analysis and develop recommendations to Chairs/unit management.


  • Job offer is contingent on clear Background Check.

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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