Personnel Analyst Supervisor

Irvine, Orange County
Mar 10, 2014
Department: Radiological Sciences
Req No.: 2014-0134
Location: UCI Medical Center - Orange

Job Summary

This position is only available to current UCI employees.


Responsible for academic and staff personnel matters related to the Department of Radiological Sciences, including recruitments, search/affirmative action, appointments, salary administration, annual reviews, merits, benefits, sabbatical, and union issues. Develops and implements procedures related to personnel functions within the Department. Acts as advisor and personnel resource to the Chair, Vice Chairs, CAO, Division Chiefs, faculty and staff for all academic personnel issues, including interpretation of the UC Compensation Plan and UC Academic Personnel Policies and Procedures. Responsible for appointment and yearly renewals of all part time faculty, and a working knowledge of all staff issues including collective bargaining and labor relations.


Salary: Annual $46,400 - $60,552

Work Schedule: 8-5, M-F

Career Position.


Final candidate subject to background check.

As a federal contractor, UC Irvine is required to use E-Verify to confirm the work status of individuals assigned to perform substantial work under certain federal contracts/subcontracts.

Please attach your resume.


Click here to see the Radiological Sciences website.


View Job Description for the position requirements.

Job Description
Job Essential Function 1
Percent of Time: 50%
Academic Personnel Management
Independently manages all aspects of senate and non-senate academic personnel actions for the Department of Radiological Sciences. Every annual academic review cycle, determines which faculty are eligible for merit increase, promotion, midcareer evaluation, tenure review, notifies faculty and provides deadlines for receipt of required documentation, solicits letters of recommendation, if required; convenes departmental review committee and provides analysis of each potential action, based upon data gathered from candidates; creates and distributes ballots for faculty voting on line; writes departmental recommendation letters for Chair signature.
Reviews, analyzes and evaluates, as necessary, all data collected regarding search, recruitment and appointment processes for all faculty recruitments in the Department of Radiological Sciences to include full-time, part-time, paid, without salary, and volunteer faculty appointments.  Serves as departmental administrative presence on all major search committees. Creates and /or reviews all submitted departmental recruitment and appointment documents to ensure that actions and supporting materials submitted to the Deans office for approval are accurate, appropriate and compliant with University requirements.
Makes recommendations and proposes solutions to insure compliance with UC policy and equal opportunity goals. Serves as a resource person and advisor by providing analysis, alternatives, support and recommendations on matters of academic personnel policy for Chair, Vice Chairs, Division Chiefs, administrators [departmental leadership team], faculty and staff.  Independently interprets and clarifies academic policies. Works with individuals listed above to develop innovative solutions and recommendations to conflicts and problems regarding academic policy and procedures to support intended outcomes. Participates in the development of departmental policies, procedures and guidelines with regard to academic personnel and serves on ad hoc work groups.
Advises departmental leadership team, faculty and staff on School of Medicine, Medical Staff Administration and International Center practices and procedures regarding visas and medical licensure, coordinating these activities with the SOM Dean s office, Medical Staff Office and International Center. Manages the J-1 visa, H-1B visa and Permanent Residency processes for department faculty and visitors. Establishes and implements procedures and oversees the employment of foreign academic visitors within the department.
Serves as departmental liaison between the Medical Staff Office at UCIMC and UCI Risk Management to ensure malpractice coverage for M.D. faculty at UCIMC and affiliated hospitals.
Serves as resource person and advisor providing solutions and recommendations to the departmental leadership team and faculty regarding appropriate compensation plan membership for faculty members. Responsible for representing Department of Radiological faculty at meetings concerning compensation and compliance issues and provides input to new policies and procedures. Interprets and clarifies academic policy and faculty compensation plans.
Independently gathers data, analyzes and evaluates alternatives and makes recommendations and proposes solutions to the departmental leadership team regarding academic issues, many of which are unique to the department. Advises and counsels academic personnel on a wide variety of matters concerning employment and personnel policies and procedures.
Liaison for the department with the offices of Academic Personnel, Equal Opportunity and Diversity, and the International Center on issues related to academic personnel.
Job Essential Function 2
Percent of Time: 30%
Payroll/Personnel Management
Responsible for reviewing all Payroll and Personnel transactions for accuracy and compliance with contracts, policies and procedures of the School, unions and/or University. Responsible for analyzing problems and interfacing with Human Resources, Payroll, Benefits and the International Center staff for resolution of a variety of complex personnel issues and problems, and provides the departmental leadership team with options and recommendations to complex personnel issues.
Services as liaison with Benefits Office and staff regarding issues relating to University Benefits. Ensures the scheduling of orientation of all new hires, and foreign employees.
Oversees the maintenance of staff personnel files and records for career staff, limited and contract appointees and student employees.  Tracks information regarding hours worked for employees, service credit, performance reviews, pay rate levels, comp time and overtime, etc.  Maintains strict security and confidentiality for all files and correspondence in accordance with the Information Practices Act.
Enter into on-line time system hours worked, leave usage, comp and overtime accruals for all employees. Ensure that accrual and usage of leave time conforms to appropriate UC and collective bargaining unit policies and procedures. Maintains information on current leave balances. Use the electronic payroll timesheet/entry system for eligible employees. Responsible for advising supervisors on the appropriate policies for leave accrual and usage. Responsible for training supervisors and employees on the preparation of timesheets. Updates leave codes and accruals in the on-line system.
Regularly analyzes appointment and distribution ending dates, pay rate levels, and accrual rates to ensure that appointments and payroll distributions do not end prematurely, that salary increases are processed in a timely manner and are correct.
Prepares employment forms for all faculty and staff employees and coordinates the processing of all personnel actions. Reviews monthly Payroll Ledgers, Time Benefits Roster, and Payroll Personnel Status Reports.
Job Essential Function 3
Percent of Time: 10%
Department Finance Support
Supports Sr. Finance Analyst and CAO providing program audits and reviews; analysis of monthly ledgers and cost saving analyses; formulation, change and implantation of departmental spending guidelines; reconciliation and maintenance of budgets for faculty and staff; year-end fiscal closing with follow through of closing activities by clearing all accounts; participation in departmental administrative organizational structure, policies and procedures. Serves as PalCard Reviewer; responsible for TOEs, as appropriate.  Updates and maintains salary worksheets utilizing Decision Support Services (DSS).
Manages process for call and subspecialty section payments each month. Records and reconciles subspecialty call payments. Handles physician payment errors and communication with the Dean s Office for quality assurance of payments.
Job Essential Function 4
Percent of Time: 10%
Human Resources
Serves as Human Resources Manager. Participates in establishment of strategic goals and objectives for departmental staff in conjunction with the departmental leadership team. Answers questions, assists with writing of job descriptions, advises on corrective action and disciplinary issues, implements strategies for problem resolution, and coordinate staff recruitment process.
Responsible for coordination of staff merit review process.  Responsible for working with departmental leadership to develop performance standards and goals for employees that are consistent with departmental goals.  Ensure all employees receive quality and useful annual performance reviews.
Department Leadership:
Serves as a member of the departmental leadership team. In conjunction with other members, determines departmental policies and procedures, provides solutions to problems, brainstorms strategic goals, analyzes and provides information on difficult personnel etc.
Presents academic, staff any payroll issues at departmental leadership meetings.  Remains current on UC/UCI specific policies and procedures for personnel administration and with other members of the departmental leadership team.
Coordinates staff recruitment process for the department.  Provides assistance to the departmental leadership team in developing screening criteria, reviewing applications, conducting interviews.  Identifies problematic areas, develops and implements solutions to processes such as additional training opportunities and organizational development.
3-5 Years of relevant job experience with a Bachelor of Arts/Bachelor of Science, or equivalent experience. Supervisory experience and demonstrated skill to define and delegate work, set standards, motivate staff and enhance unit productivity.
Extensive knowledge of UC Academic Personnel Policies and Procedures.
Excellent English writing skills to compose professional reports, correspondence, job descriptions, policies and procedures, and other documents. Demonstrated skill in analyzing information, problems, situations, practices and procedures to: define or objective; identify relevant concerns or factors identify patterns, tendencies and relationships; formulate logical and objective conclusions; recognize alternatives and their implications.
Demonstrated strong interpersonal skills to interact effectively with campus administrators, faculty, staff and students from a variety of ethnic, social and educational backgrounds and to provide information identify problems and develop solutions.
Demonstrated experience working with confidential information and using sensitivity, tact and discretion in internal and external communications.
Demonstrated skill to assess priorities in order to complete work in timely manner in an environment of deadline constraints, competing priorities and heavy and changing workload.
Working knowledge of UC Human Resources and labor Relations policies and procedures.
Extensive knowledge of requirements for hiring international employees, including the USCIS visa request process at the University of California
Extensive knowledge of Equal Opportunity and Diversity initiatives as they relate to the University of California.
Extensive knowledge of UCI campus departments and central administrative offices, their services, roles and responsibilities for consultation if necessary
Demonstrated knowledge and success to interpret, comprehend, and analyze various complex policies and procedures in the area of Academic Personnel.
Demonstrated ability in utilizing automated systems including the Payroll/personnel System and Data Warehouse. Demonstrated experience with data collections techniques.
Ability to work independently and follow through on assignments with minimal direction
Demonstrated skill and proficiency to effectively utilize computerized business systems and software applications including MS Word, Excel, outlook, Access, PowerPoint, Visio
Demonstrated success in effectively utilizing the Internet and web search procedures. Experience completing web-based reporting mandates from federal agencies.
Demonstrated ability and aptitude to quickly learn new software skills and understand interrelated computer systems.
Ability to develop and implement training programs and make presentations to large and small groups
Strong organization and teamwork skills
Skill to calculate salary adjustments and other financial data
Working knowledge of the UC Medical Compensation Plan.
Below are general guidelines on the position's physical, mental, and environmental working conditions.
In accordance with applicable state and federal law, UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at (949) 824-5210.
Bend: Occasionally
Squat: Occasionally
Crawl: Not Applicable
Climb: Not Applicable
Kneel: Occasionally
Handle Objects: Frequently
Push/Pull: Occasionally
Reach Above Shoulder Level: Occasionally
Sit: Frequently
Stand: Frequently
Walk: Frequently
Use Fine Finger Movements: Constantly
Carry/Lift Loads up to 25 Pounds: Occasionally
Carry/Lift loads between 25-50 lbs: Not Applicable
Carry/Lift Loads over 50 Pounds: Not Applicable
Read/Comprehend: Constantly
Write: Constantly
Perform Calculations: Constantly
Communicate Orally: Constantly
Reason and Analyze: Constantly
Chemical/Biological Agent: Not Applicable
Construction Activities: Not Applicable
Contact with Water/Liquids: Not Applicable
Drive Motorized Equipment: Not Applicable
Confined Spaces: Not Applicable
Elevated Work Location: Not Applicable
Radioactive Materials: Not Applicable
Temperature Variations: Not Applicable
Gas System: Not Applicable