#99916 Academic Personnel & HR Assistant

La Jolla, CA
Jun 12, 2019
Institution Type
Four-Year Institution

UCSD Layoff from Career Appointment: Apply by 06/13/2019 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 06/24/2019. Eligible Special Selection clients should contact their Disability Counselor for assistance.

UC San Diego career employees who have passed their trial period will have priority consideration for this position. Recruiters will begin to refer qualified internal applicants after the first 7 days of the job posting. Qualified external applicants may be referred to the hiring department, if a qualified pool of internal candidates is not identified and upon the request of the hiring manager.



Physics is a prominent, highly-ranked, and research-intensive department at UC San Diego, with 400+ employees, annual expenditures of roughly $30M, annual course enrollment in the 13-15K range, and over 140K square feet of space in 8 campus buildings. Research and instructional activity occurs over an unusually broad range of disciplinary areas, including: astrophysics & astronomy, atomic/molecular physics, biophysics, condensed matter physics, controlled fusion & plasma physics, elementary particle physics, nanoscience, and nonlinear dynamics.

Research activity occurs both on-campus and in multiple off-campus locations, including: U.S. National Laboratories such as Argonne, Lawrence Livermore, and LANL (Los Alamos National Lab); observatories throughout the world; Antarctica; and the Large Hadron Collider at CERN (the European Organization for Nuclear Research) in Switzerland. Research collaborations frequently involve other U.S. and international universities, National Labs; research institutes such as The Scripps Research Institute and the Salk Institute; and/or companies such as SAIC and General Atomics. Sponsored research activities are funded by 40-50 different funding agencies, including NSF, NIH, DOE, DOD, and AFOSR.


Under the supervision of the HR/AP Manager, assist in the management, preparation and submission of all academic personnel actions. In particular, prepare and submit academic appointment and review files for all unit 18 lecturers, non-senate academics and visiting professors ensuring timely submission of files. Analyze and review all file documents for accuracy and compliance with campus and system-wide guidelines. Assist HR/AP Manager, with other academic recruitment activities: coordinate job talks, seminars, online postings, etc. Assist HR Generalist with personnel and payroll activities.

Requires the ability to use standard tools and specialized systems such as UC's online APOL System; the ability to maintain confidentiality; the ability to exercise good judgment; a solid understanding of all relevant policies/procedures/regulations/systems; with superior organizational, interpersonal, and oral/written communication skills; and basic mathematical skills; provide support services to faculty and staff.

  • Occasional overtime may be required during peak periods.
  • Superior organizational skills, including the skills to independently organize and effectively prioritize own work; to track action items and deadlines for self and others; and to prompt others when action is needed.

  • Excellent oral/written communication skills, including a strong written/verbal command of the English language and the skill to communicate effectively with non-native speakers of English

  • Skill to use tools such as word processing systems, spreadsheets, email and calendaring systems. Ability to learn to use specialized systems such as UC's online Academic Online Recruitment and Review Systems, Payroll/Personnel System and UCSD's Online Timekeeping System.

  • Strong analytical skills, including the skills to think logically; to find patterns and trends; to recognize anomalies and outliers; to identify the ways in which items/situations are similar (or dissimilar); and to resolve a complex issue into its component parts.

  • Acute ability to pay attention to detail and to produce accurate and timely work despite frequent interruptions. Includes ability to identify typographical and other errors when proofreading materials.

  • Ability to learn new methods for computer aided data reporting/retrieval, new computer applications, data processing software and relational database systems. Strong typing/word processing skills, including ability to recognize errors and to make corrections.

  • Ability to learn, understand, and comply with UC personnel policies, practices, and procedures.

  • Strong mathematical skill to calculate totals and percentages.

  • Ability to exercise good judgment and initiative. Ability to comply with University confidentiality policies and procedures.

  • Job offer is contingent upon a satisfactory clearance based on background check results.

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