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Reviews and Advancement Analyst - Remote - 114514

University of California - San Diego
La Jolla, CA

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Employment Type
Full Time
Institution Type
Four-Year Institution
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This position is a contract position with the possibility of extension/career conversion.

Special Selection Applicants: Apply by 02/24/2022. Eligible Special Selection clients should contact their Disability Counselor for assistance.

A cover letter must be included with your application in order for your application to be considered complete.

Candidates hired into this position may have the ability to work remotely.


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 18 departments and 2 professional schools (The School of Medicine and The Skaggs School of Pharmacy and Pharmaceutical Sciences) 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.

OUR MISSION is to deliver outstanding patient care through commitment to the community, groundbreaking research and inspired teaching.

OUR VISION is to create a healthier world - one life at a time -through new science, new medicine and new cures.

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 and guidance of the ARC Reviews Supervisor, the ARC Reviews & Advancement Analyst will provide academic personnel services to Health Sciences departments and units through a shared service business model. In conjunction with the Reviews analysts, incumbent will share responsibility for administering academic personnel policies that span a comprehensive array of functional areas including but not limited to: faculty and academic employment (e.g. Senate and Non-Senate Faculty, Specialists, Project Scientists, Research Scientists, Lecturers, Unit 18s, etc.) appointment and merit advancement, academic review, layoffs, immigration/visa processing, training and development. The analyst will primarily be responsible for his/her assigned academic reviews and advancement for each designated department portfolio.

The incumbent will participate in the planning, development, and comprehensive management of the faculty and academic appointment process. Learn to analyze, interpret, and make recommendations on academic personnel policies and procedures. Generate and review confidential documents for academic advancement, and provides analysis and recommendations. Provide analytical support to the Reviews Analyst designated to his/her department portfolio. Assist the Reviews Analysts in preparing for the weekly, biweekly, and/or monthly client conference calls to discuss current transactions for the department. Under the guidance of the Reviews Supervisor, incumbent will help in addressing department concerns and/or issues. Manage workflow and deadlines. Assist in the development and implementation of academic affairs training and other special projects and programs for Health Sciences departments as necessary. Develop and prepare reports in a timely manner as it pertains to appointment end dates, visa end dates, etc. and take timely action. Audit and maintain academic files to ensure compliance with university policies and procedures.

The incumbent will serve as a shared services resource on academic affairs providing consultative services and acting as liaison between the ARC and Department Business Offices, faculty, VA, Division Administrators, division staff, and other internal/external offices. Assist in short and long term planning, policy and program development, workflow assessment, and make recommendations to improve business processes and efficiency. Assist in all other duties related to academic personnel administration as required.

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.

  • Bachelor's Degree in related area and/or equivalent experience/training.

  • Acquiring knowledge of organization, college, and departmental formal and informal policies and procedures, and understanding of variances to stated policies. Ability to facilitate the academic review process for full time faculty and professional researchers.

  • Experience analyzing CVs and histories; making sound recommendations as to placement in appropriate series, rank, and step. Ability to determine career path progression for new and junior faculty with ability to give sound advice on how to progress academically as defined by the faculty member, Division Chief and Department Chair.

  • Acquiring knowledge of and ability to apply/interpret organization and college policies and procedures which govern academic HR. This includes generally accepted business standards related to appointment classification and compensation, recruitment and selection, policy and procedure development, compliance management, benefits administration, organizational development, terminations and layoffs, and affirmative action.

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

  • Proven skills to communicate effectively, both verbally and in writing. Ability to communicate with all levels of academic, administrative and staff personnel, clearly and effectively via telephone calls, e-mail correspondence, and presentations at meetings.

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

  • Acquiring knowledge of organization's human resource management system (HRMS) and other related business software programs and systems. Computer experience to include: intermediate to advanced Microsoft Office (Word, Excel, PowerPoint, Outlook, Access, etc.).Familiarity with case management systems, database software and applications.

  • Experience in academic personnel or university setting.
  • Ability to adhere to UC policies and procedures.
  • Familiarity using UC Web-based systems and other University systems.
  • Employment is subject to a criminal background check.
  • Must be willing to travel to various Health Sciences locations: Campus, Hillcrest, East Campus, etc. and maintain a flexible work schedule based on customer needs.
  • Must be able to work occasional overtime as needed for deadlines and may be required to attend occasional meetings on the weekends.
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