Job Description

Payroll Title:
ACAD HR ANL 1
Department:
VCHS CENTRAL SERVICES/ARC
Hiring Salary Range
$48,000 - $60,0000
Worksite:
Greenwich Drive
Appointment Type:
Career
Appointment Percent:
100%
Union:
Uncovered
Total Openings:
1
Work Schedule:
Days, 8 hrs/day, Monday-Friday

#120269 ARC Personnel Administration Analyst

Initial Review Date: Wed 1/25/2023

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

This position will remain open until a successful candidate has been identified.

UCSD Layoff from Career Appointment: Apply by 12/15/2022 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 12/27/2022. Eligible Special Selection clients should contact their Disability Counselor for assistance.

Depending on experience of the selected candidate, this position will be hired at the I or II level.

DESCRIPTION

UC San Diego Health Sciences is a Vice Chancellor area within the University of California San Diego (UCSD). The organizational structure comprises of an Academic and a clinical enterprise. The Academic enterprise encompasses 19 departments and 3 professional schools (School of Medicine, Skaggs School of Pharmacy and Pharmaceutical Sciences, and Herbert Wertheim School of Public Health and Human Longevity Science) and is dedicated to teaching and research. The clinical enterprise includes the UC San Diego Medical Center, the Jacobs Medical Center, the Sulpizio Cardiovascular Center, the Moores Cancer Center, the Shiley Eye Institute and Student Health all dedicated to patient care.

As a top-ranking, future oriented organization, we offer challenging career opportunities in a fast-paced and innovative environment. The Vice Chancellor’s Office follows a progressive philosophy of career-path development for its employees.

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. 2ReAct: Resourcefulness, Receptiveness, Accuracy, and Timeliness.

Under supervision, the incumbent will assist the Academic Resource Center units with administrative support for actions for academic personnel, staff physicians, scholars and trainees. Duties include assisting with the administrative management of rosters, end dates and data entry for faculty, academics, scholars, clinical trainees and staff physicians. Assist with the completion of forms, new appointment and renewal/reappointment administrative tasks (including DocuSign, internal appointment systems and databases, Service Now, Outlook). Serve as a liaison between the Health Sciences departments and ARC units, when appropriate.

Monitor, track, and transact case management submissions using a case management system and mainline phone calls and perform triage duties. Respond to inquiries and disseminate written and electronic information and forms. Assist in advising, interpreting, and analyzing applicable policies and procedures and provide recommendation to assist managers, PIs, and leadership to make an informed decision given the available options.

Provide feedback in the maintenance of the Health Sciences ARC websites. Audit and maintain appointment and visa compliance in accordance with university policies and procedures. Maintain accurate case management records.

Learns to apply professional UC Academic HR concepts, organization and / or system wide policies, and procedures in the completion of UC Academic HR assignments that are of limited scope and impact. Receives instructions on most work assignments, and regularly consults with more senior academic HR Analysts and / or manager in the course of completing assignments. Exercises some judgment within defined procedures and policies to determine appropriate action.

MINIMUM QUALIFICATIONS

  • Four years of related experience, education/training, OR a Bachelor’s degree in related area.

  • Acquiring knowledge of organization, college, and departmental formal and informal policies and procedures, and understanding of variances to stated policies. Ability to advise PIs and department liaisons on procedures for appointments, reappointments, and visas.

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

  • Skills to communicate effectively, both verbally and in writing. Ability to independently compose correspondence and proofread letters, memos, and reports using correct rules of punctuation, grammar, and style.

  • Acquiring knowledge of and ability to apply / interpret organization and college policies and procedures which govern academic HR.

  • 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 adhere to ARC Quality Standards for team members: RESOURCEFULNESS: Ability to independently find quick and innovative ways to overcome challenges; RECEPTIVENESS: Demonstrates a willingness to listen, acknowledge, and apply feedback, knowledge, ideas and suggestions with an open mind; ACCURACY: Independently produces work and provides information that is consistently without error; and TIMELINESS: Delivers services in a time frame that meet or exceed expectation.

  • Strong attention to detail, especially when entering data into various systems, documents and spreadsheets.

  • Understanding and knowledge of processing visa applications with preferred knowledge of UCSD visa processes.

  • Organizational skills to meet many concurrent deadlines on a variety of projects. Must be able to prioritize workload paying close attention to detail and accuracy.

  • Demonstrated ability to work with sensitive information and maintain absolute confidentiality.

  • Demonstrated ability to effectively work in various systems, with accurate data entry, document upload and client communication.

SPECIAL CONDITIONS

  • Employment is subject to a criminal background check.

  • Candidates must be willing to travel to various Health Sciences locations: Campus, Frazee, Hillcrest, East Campus, etc. and maintain a flexible work schedule based on customer needs.

  • Must be willing to work occasional overtime as needed for deadlines and may be required to attend occasional meetings on the weekends.

Pay Transparency Act Full Salary Range: $37,900 - $85,300 Annually

The University of California, San Diego is required to provide a reasonable estimate of the compensation range for this role. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The full salary range for this position is defined as the Full Pay Range. The budgeted salary or hourly range that the University reasonably expects to pay for this position defined as the Expected Pay Scale. Placement within the Expected Pay Scale is determined by internal equity, relevant qualifications, 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).

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: http://www-hr.ucsd.edu/saa/nondiscr.html

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

UC San Diego Health maintains a marijuana and drug free environment. Employees may be subject to drug screening.

Application Instructions

Please click on the link below to apply for this position. A new window will open and direct you to apply at our corporate careers page. We look forward to hearing from you!

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