Academic Personnel Assistant

1 month ago

Riverside, United States University of California System Full time

Under the supervision of the Assistant and/or Director of the Academic Personnel Services Unit (APSU) in the HARVEST Shared Services Center in the College of Natural and Agricultural Sciences (CNAS), provides Academic Personnel administrative support to multiple departments in the College of Natural and Agricultural Sciences. Responsibilities include Preparation of appointment/reappointment files for non-Senate academics; Visa Processing; Academic Senate and Non-Senate recruitments; Determining Instructional Work Credits; Coordination of materials and forms for processing academic leaves, exception removals; Working closely with the Department Chair and faculty members as the first point of contact for academic personnel matters. The full salary range for the Academic Personnel Assistant is $27.29 - $39.12 per hour. We base salary offers on a variety of considerations, such as education, licensure and certifications, experience, and other business and organizational needs. Applicants must have current work authorization when accepting a UCR staff position. Currently, we are unable to sponsor or take over sponsorship of an employment Visa for staff. As a university employee, you will be required to comply with all applicable University policies and/or collective bargaining agreements, as may be amended from time to time. Federal, state, or local government directives may impose additional requirements.

Non-Senate Academic Appointments, Reappointments, Academic Recruitments, Visa Processing and Academic Leaves. Functions as the first point of contact to the departments and the office of the Dean on academic personnel matters. Assists the departments with initiating personnel actions and to determine complex scenarios requiring Dean's Analyst advice. Consults with the Dean's Analyst to provide guidance back to the departments when considering the appropriate position title or step, relevant duties, and criteria for appointment or reappointment. Works collaboratively with the departments to prepare documents for Dean approval. Remains current on policies, procedures, and systems affecting non-Senate appointments and reappointments. Attends system training and re-freshers for AP Recruit. Adheres to the Academic Personnel Manual (APM), The Call, collective bargaining contracts, and academic personnel procedures in all aspects of the position. Prepares documents, forms, emails, or other correspondence that are routed to the Dean's Analyst for their review; ultimately these items will be approved by the Dean, Divisional Deans, and / or central Academic Personnel Office. Professional and accurate content of these documents provide the basis for decision making affecting faculty and non-senate title, status, or pay.Non-Senate Academic Appointments, Reappointments, Academic Recruitments, Visa Processing and Academic Leaves. Independently gathers information and prepares documents for Senate and Non-Senate Academic appointments, reappointments, and Visa processing with strict adherence to Academic Personnel and affirmative action policies and procedures. Contacts individual faculty members and non-senate academics, compiles information, and prepares materials for the Dean's Analyst to review. This includes but is not limited to: UC Biography forms, curriculum vitae, faculty vote, and Visa documents. Provides administrative support throughout the entire process. Initiates process for Instructional Workload Credits (IWC) after the need for a Lecturer is identified. Gathers multiple data points used and calculates IWC credits that determine Lecturer pay. Works collaboratively with the Department Chair to complete IWC forms and submit requests for approval. Coordinates the annual performance evaluation process for post doctoral scholars. Update and maintain file tracking. Remains current on changes to union contracts for Post Doctoral Scholars and Lecturers (Unit 18). First point of contact for academic leaves; special research, without salary, and sabbaticals. Works directly with the Department Chair to obtain written approvals.General Administrative Support Independently responsible for assisting with academic position advertisements for recruitments, assemble applicant files, and coordinate mailing activities. Maintains close communication with supervisors, Department Chairs, and department administration contacts to ensure that tasks are completed and the needs of the departments are being met. Other duties as assigned to support daily operations of the HARVEST Shared Services Center and delivery of services.

Demonstrated ability to type, format, proofread, and edit routine document and complex technical documents using MS Word, Excel, databases, calendar, and email software.Demonstrated ability to maintain confidentiality at all times.Demonstrated understanding and application of general personnel, labor relations, HR, and payroll policies and proceduresDemonstrated excellent time management, organizational, and analytical skills. Ability to work independently with minimal supervision; work effectively with frequent interruptions.Demonstrated excellent oral and written communication skills, with the ability to interact effectively with a diverse clientele.Demonstrated advanced skill levels in accurate record keeping with strict attention to detail.Demonstrated ability to research and analyze information and to independently formulate and implement solutions to problems.Demonstrated knowledge of and experience with online personnel systems or databases.

Demonstrated advanced skill levels in accurate record keeping with strict attention to detail. Demonstrated ability to type, format, proofread, and edit routine document and complex technical documents using MS Word, Excel, databases, calendar, and email software. Demonstrated excellent time management, organizational, and analytical skills. Ability to work independently with minimal supervision; work effectively with frequent interruptions. Demonstrated ability to maintain confidentiality at all times. Demonstrated excellent oral and written communication skills, with the ability to interact effectively with a diverse clientele. Demonstrated knowledge of and experience with online personnel systems or databases. Demonstrated ability to research and analyze information and to independently formulate and implement solutions to problems. Demonstrated understanding and application of general personnel, labor relations, HR, and payroll policies and procedures

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