Job Description

Payroll Title:
Hiring Pay Scale
$70,000 - $85,000 / Year
Appointment Type:
Appointment Percent:
Total Openings:
Work Schedule:
Days, 8 hrs/day, Mon - Fri

#122541 Academic Personnel Manager (Hybrid)

Extended Deadline: Wed 5/31/2023

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 4/14/23 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 4/25/23. Eligible Special Selection clients should contact their Disability Counselor for assistance.

Job posting will remain open until a suitable candidate has been identified.


Under general supervision and advisement of the Chief Administrative Officer (CAO) and Chair, the Academic Personnel Manager's primary role is to pursue and implement the full range of the department’s academic personnel objectives. The Academic Personnel Manager independently manages all of the AP unit’s academic personnel functions including: appointments, subsequent reviews and personnel actions, leaves, visas, salary administration, benefits, separations, recruitment, and summer session appointments for all academic titles: ladder-rank and emeriti faculty, adjuncts, lecturers, professional researchers, and visiting scholars.

The incumbent serves as expert advisor to the Chair and CAO for the department whose faculty includes 55+ Ladder-Rank Faculty as well as over 100 LSOEs, Continuing Lecturers, Temporary Lecturers, Associates-Ins, Adjunct Faculty, Academic Administrators, Postdoctoral Scholars, Visiting Professors and Visiting Scholars, Research and Project Scientists, Professors of Practice, Emeriti and Affiliates, some of whom have complex joint appointments in other departments. The incumbent also oversees the highly complex and non-traditional instructional appointment structures for the Masters in Advanced Studies (MAS) Programs as well as the academic personnel functions for ECE's Summer Internship Program and the regular Summer Session program.


  • Basic knowledge of and ability to apply / interpret organization and college policies and procedures which govern academic HR. Experience in higher education and an in-depth understanding of the academic process. Demonstrated previous experience in the areas of academic affairs and academic personnel.

  • Knowledge of organization, college and departmental formal and informal policies and procedures and understanding of variances to stated policies. Strong demonstrated experience working with policies and procedures as they relate to personnel, benefits and payroll administration. Knowledge of university pay scales, salary administration, benefits, payroll system and payroll forms related to academic affairs and academic personnel.

  • Knowledge of human resources management systems and other related business software programs and systems. Demonstrated skill in using personal computers and a wide variety of software packages for presentations, written communication, data processing and electronic communication (e.g. MS Word, Excel, Access, internet searches, Gmail, etc.).

  • Demonstrated organization, problem solving, and communication skills. Demonstrated ability to take initiative and work independently and effectively with minimal supervision. Strong demonstrated organizational skills, with the ability to prioritize daily operations and projects in order to meet rigid deadlines, ensure smooth workflow and handle multiple tasks simultaneously.

  • Excellent oral and written communication skills, with the ability to provide information and/or instructions in a clear, concise manner. Ability to write concisely, persuasively and in summary form. Ability to interact effectively with a diverse community of faculty, staff and public using diplomacy, tact and flexibility in various circumstances.

  • Excellent interpersonal skills to communicate with faculty, students and staff using tact, diplomacy and discretion; excellent interpersonal, oral and written communication skills, and skill to articulate complex program requirements to a variety of individuals with broad educational, cultural, and language backgrounds; a pleasant, cooperative personality.

  • Knowledge of unit academic culture and educational goals of discipline(s) served.

  • Analytical skills to conduct analysis and develop recommendations to Chairs / unit management. Ability to locate, extract and identify important information and data; analyze, synthesize and compile data and present in a meaningful fashion and effectively. Ability to use a wide variety of resources and formats to compile material and data.

  • Demonstrated ability to perform work with attention to detail. Excellent mathematical and computational skills to work with percentages and formulas.

  • Ability to work under pressure and with frequent interruptions. Ability to work independently and resourcefully against deadlines exercising a high degree of judgment, discreetly and confidentially, to accomplish assignment.

  • Ability to maintain confidentiality regarding financial, payroll, and personnel information.

  • Ability to interpret university and INS visa, immigration and non-resident tax regulations related to employment.

  • Ability to establish new procedures for faculty and department operations, when necessary, along with skill to perform work according to established protocols.

  • Excellent reading and comprehensive skills to analyze, understand and interpret complex materials and documents.

  • Demonstrated knowledge of standard and computerized filing systems. Ability to maintain and cross-reference complex filing systems for rapid/easy retrieval by self and others.


  • This position is eligible for a Hybrid flexible work arrangement, which could include a non-standard work schedule, and/or the ability to work off-site part of the time.

  • Job offer is contingent on clear Background Check.

  • Occasional overtime and/or evenings/weekends may be required.

Pay Transparency Act

Annual Full Pay Range: $48,900 - $102,300 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $23.42 - $48.99

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).

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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