Job Description

Payroll Title:
Salary Range
Commensurate with Experience
Greenwich Drive
Appointment Type:
Appointment Percent:
Total Openings:
Work Schedule:
Days, 8 hrs/day, Monday-Friday

As a federally-funded institution, UC San Diego Health maintains a marijuana and drug free campus. New employees are subject to drug screening.

#118875 Academic Personnel Supervisor - Hybrid/Remote

Filing Deadline: Tue 12/6/2022

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

Effective 11/14/22, this position is open to external applicants.

UCSD Layoff from Career Appointment: Apply by 10/31/2022 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 11/03/2022. Eligible Special Selection clients should contact their Disability Counselor for assistance.

This position will work a hybrid schedule which includes a combination of working both onsite in La Jolla and remote.


UC San Diego Health Sciences is a Vice Chancellor area within the University of California San Diego (UCSD). The Health Sciences academic enterprise is comprised of the School of Medicine, Skaggs School of Pharmacy and Pharmaceutical Sciences, and the Herbert Wertheim School of Public Health. These three professional schools, with a combined operating budget of $2 billion, are responsible for fulfilling the teaching, research and clinical missions of UCSD.

The Academic Resource Center (ARC) was established as a centralized business service center to provide Health Sciences departments with efficient standardized transactional support services for faculty, academics, scholars, and department liaisons in the areas of recruitment, appointment, academic reviews, personnel administration, and compensation. ARC's goal is to provide expert, timely, and accurate service and advice in support of the UC San Diego Health Science's mission of groundbreaking research, inspired teaching, and outstanding clinical care. Our Quality Standards are the operating priorities that guide the consistency of our staff and customer service experience.

Under direction of the Appointment Manager in the Academic Resource Center, the Academic Personnel Supervisor will independently be responsible for managing the reappointment and review of postgraduate trainees, visiting scholars, postdoctoral scholars, MSPs, voluntary/non-salaried faculty, non-senate academics and faculty. The incumbent will contribute to file preparation, system information development, training and coordination of various academic personnel matters. Provides in-depth knowledge and expertise on the reviews and academic personnel policies and procedures to ARC client groups.

Strategizes on work assignments, trouble shoots escalations, provides training to the staff (inside and outside of the unit). Plans and develops a comprehensive approach and management of the academic process from beginning to end, including nuances related to immigration statuses. Develops timelines for the various academic personnel actions processed by the reviews sub-unit.

Reviews, analyzes, interprets, and makes recommendations on complex academic personnel policies and procedures. Generates and reviews confidential documents of academic advancement, and provides analysis and recommendations. Serves as an academic personnel subject matter advisor to faculty, Division Administrators, faculty support staff, and Faculty Salary Specialists for assigned departments. Counsels faculty on the academic review process and strategies in order to determine the best course of action academically to ensure the enhancement and achievement of faculty career goals. Manages team portfolio and staff workload and ensures standard operating procedures (SOP) are adhered to for quality and consistent practices. Performs complex ad hoc reporting and analysis pertaining to academic personnel for client groups as requested.

Provides day-to-day direct operational supervision of the staff work in the unit in all aspects of academic reviews and in collaboration with the Appointments Manager, develops, improves, and maintains good working relationships and partnerships with various clientele and central offices (VCHS, OPVSA, IFSO, APS and OARS). Develops and recommends customer service standards for implementation in the unit. Demonstrates leadership in advising team members on short and long term planning, policy and program development, and workflow assessment of the unit as it relates to client relations. Responsible for conducting annual staff performance evaluations.

Independently identifies opportunities for improvement, makes recommendations to business processes in order to increase efficiency and productivity of the overall unit to best meet client expectations. Responsible for the development of training materials including, but not limited to customer service, academic affairs, etc. for the team and/or client groups as necessary.


  • Seven (7) years of related experience, education/training, OR a Bachelor’s degree in related area plus three (3) years of related experience/training.

  • Requires thorough knowledge of and ability to apply / interpret organization and college policies and procedures which govern academic HR. Significant experience explaining and applying academic personnel policies, policies to the academic appointment and advancement process for full time faculty and professional researchers. Strong experience researching, analyzing, interpreting, and evaluating complex information with an understanding of complex academic personnel policies and issues, as well as union contracts.

  • Demonstrated experience determining career path progression for new and junior faculty with ability to give sound advice on how to progress academically.

  • Ability to analyze complex management issues, develop project scope and solutions, give professional advice to senior officials, and make critical decisions regarding personnel.

  • Knowledge of trends in academia, especially in areas of academic planning, human resource management and administration.

  • Ability to communicate effectively with diverse audiences. Excellent verbal and written communication skills necessary to communicate ideas internally, externally and inter-departmentally, using tact, diplomacy, flexibility, attention to detail, correct spelling, and grammar. Commitment to abide by and practice the UCSD Principles of Community in daily interactions with customers and colleagues.

  • Strong leadership skills to manage conflict resolution, problem solving, team building, and organizational development. Demonstrated experience in providing day-to-day staff work direction and to train staff.

  • Thorough knowledge of systemwide and organization policies, union contracts, procedures and practices that govern academic HR administration.

  • Advanced computer skills in Microsoft Office; extensive experience in the use of case management and electronic databases and web-based systems to facilitate administration of academic personnel. Ability to create and analyze data and create dashboards to enhance team performance and client satisfaction


  • Knowledge of various internal systems to manage actions (AP Data, Interfolio, RSAS, UC Path, etc.).


  • Employment is subject to a criminal background check.
  • Must be willing to work beyond normal work schedule during peak business periods as needed for deadlines.
  • Must be able to attend occasional meetings on weekends.

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

If applicable, life-support certifications (BLS, NRP, ACLS, etc.) must include hands-on practice and in-person skills assessment; online-only certification is not acceptable.

UC San Diego Health Sciences is comprised of our School of Medicine, Skaggs School of Pharmacy and Pharmaceutical Sciences, The Herbert Wertheim School of Public Health and Human Longevity Science, and our Student Health and Well-Being Department. We have long been at the forefront of translational - or "bench-to-bedside" - research, transforming patient care through discovery and innovation leading to new drugs and technologies. Translational research is carried out every day in the hundreds of clinical trials of promising new therapies offered through UC San Diego Health, and in the drive of our researchers and clinician-scientists who are committed to having a significant impact on patient care. We invite you to join our team!

Applications/Resumes are accepted for current job openings only. For full consideration on any job, applications must be received prior to the initial closing date. If a job has an extended deadline, applications/resumes will be considered during the extension period; however, a job may be filled before the extended date is reached.

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 Health 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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