Job Description

Payroll Title:
Hiring Pay Scale
$23.00 - $26.35 / Hour
Appointment Type:
Appointment Percent:
Total Openings:
Work Schedule:
Days, 8 hrs/day, Mon - Fri

#118001 Assistant Academic HR Analyst (Hybrid)

Extended Deadline: Mon 3/27/2023

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

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

This is a 100% Contract position for 1 year with the possibility of extension or conversion to career status, depending on funding availability.


Under supervision of the Dean of the School of Biological Sciences and with daily work direction from the Dean's Office Senior Academic Personnel (AP) Analyst, the Assistant AP Analyst provides advice and guidance on academic personnel policies and procedures.

Incumbent may receive work direction from the Academic Personnel and Staff Human Resources (APHR) Manager as well. The incumbent will support file preparation and review for all types of academic appointees, including temporary and continuing lecturers, adjuncts, faculty, professional researchers, and academic coordinators, with careful attention to detail and discretion. Confidentially liaise with School staff and faculty, the Central Academic Personnel office, and cross campus departments as needed. Analyze and review all file documents for accuracy and compliance with school, campus, and system-wide guidelines.

Develop process documentation for BioSci academic personnel processes, such as appointment and reappointment of Unit 18 lecturers, professional researchers, adjuncts, and academic coordinators, among other academic populations. Prepare for upcoming review cycles; log and track movement of all academic personnel documents; review and track academic recruitments in AP Recruit. Support transition to new contracts, such as Unit 18 IX contract. May draft correspondence and appointment letters for Dean signature. May track and review APM 025 forms to ensure timely and accurate submission, including annual disclosures and Category I requests. Incumbent may also research, interpret, and provide guidance on APM 025 policy with direction from the Senior AP Analyst. Provide assistance on endowed chair and awards management as requested.

Work with Dean and Department AP teams to develop consistent templates and checklists for standard actions for different academic populations. May assist with new hire onboarding, leave administration, and visa processing for academics. May perform UCPath entry for all types of academics and troubleshoot as needed to facilitate timely corrections or updates. Develop tracking tools for UCPath future entries to ensure timely completion. Create reports, tables, and charts, providing data analysis as needed and requested. May review, route, and track faculty compensation actions, including FSEP, administrative stipends, and annual GCCP requests. Audit payroll records and update AP Data to ensure accuracy. Provide support on special projects as needed and directed and perform other duties as assigned.

This position may be eligible for a flexible work arrangement, which could include a non-standard work schedule, and/or the ability to work off-site part of the time. The employee shall be available full-time during assigned work hours (specific hours to be discussed with supervisor).


  • Analytical skills to conduct analysis and develop recommendations, demonstrating organizational and problem-solving skills. Ability to prioritize, follow through on tasks, handle multiple tasks simultaneously, and meet deadlines independently; respond to urgent requests with the demonstrated ability to function well in a high volume environment with frequent interruptions.

  • Familiarity with human resources administration. General knowledge of state and federal law as they pertain to human resources administration.

  • Ability to read and comprehend college-level material (biological/medical terminology).

  • Skills to communicate effectively, both verbally and in writing. Superior oral and written communications skills with ability to interact and communicate professionally, sensitively and effectively with a diverse population of faculty, administrators, donors, visitors, students, staff and the general public.

  • Demonstrated writing and composition skills to produce reports, write procedures, correspondence, and documentation. Excellent proofreading skills to check accuracy, clarity, grammatical and syntactical correctness and continuity.

  • In-depth knowledge of computer environments, including a variety of standard web and business- and research-related software such as MS Office Word, PowerPoint, Outlook, Access, and Excel, Adobe products, and internet search engines. Knowledge of and ability to use Web-based applications, with the ability and willingness to increase skills as needed to meet the demands of business. Ability to prepare original and computerized reports, charts, tables, graphs, and other material.

  • Willingness and demonstrated ability to embrace and consistently uphold the principles of community for a collaborative work environment.

  • Ability to interpret unit agreements as well as contract negotiations, and to implement wage agreement components. Ability to communicate these issues to management and employees as required.

  • Demonstrated experience in researching and evaluating information, preparing concise, well-organized reports, summaries and policy documents.

  • Demonstrated skill to exercise effective control of situations or events in the absence of higher authority.

  • Experience working in higher education. Preferred


  • Occasional overtime required. Job offer is contingent upon satisfactory clearance based on

  • Background Check results.

Pay Transparency Act

Annual Full Pay Range: $37,900 - $85,300 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $18.15 - $40.85

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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