Updated: Sep 22, 2020 Location: UC Irvine Campus Job Type: Department: MAE DEPARTMENT ACCOUNTS
Job Opening ID: 11352
Reports To: ADMIN MGR 1
Working Title: ACADEMIC PERSONNEL/PAYROLL ANALYST
Department: MAE DEPARTMENT ACCOUNTS
Bargaining Unit: 99
Payroll Job Code: 007714
Job Location: UCI Campus- Irvine
Percent of Time: 100%
Work Schedule: 8-5, M-F
Employee Class: Career
The Department of Mechanical and Aerospace Engineering (MAE) is one of the largest academic departments in the Samueli School of Engineering at UCI. Staff are responsible for administrative duties associated with a fluctuating population of approximate 200 employees. This includes our largest faculty population of 30 faculty, 30 non-senate academics, 8 career staff, 200 graduate students and 1300 undergraduate students. The Mechanical and Aerospace Engineering provides a vibrant intellectual environment for our students, along with technologically advanced laboratories in a wide range of subjects, including biomedical engineering, design and manufacturing, control and robotics, energy and the environment, fluid mechanics, aerodynamics, propulsion, structures, nanomaterials and microsystems. Our faculty members are scholars and leaders in their disciplines, and have achieved worldwide recognition and honors for their creative and pioneering contributions, and their dedicated teaching.
Applies professional UC Academic HR concepts, organization and / or system wide policies, and procedures to provide guidance to supervisors and managers to resolve a variety of academic human resources issues of moderate scope and complexity for the Department of Mechanical and Aerospace (MAE). The position reviews and analyzes a wide variety of staff and academic personnel appointment, merit and advancement files, ensuring policy/procedure compliance. Incumbent will manage academic personnel review cycle process for MAE Department senate files, to include maintaining academic personnel (AP) files, preparing and processing all senate faculty merit, promotion, and appointment files. The position manages and coordinates the departmental recruitment activities for senate faculty positions in the campus online RECRUIT system, including preparing recruitment advertisements, coordinating site visits and travel arrangements. The position handles all administrative duties related to all Senate actions including coordination of summer salaries, course buyouts, sabbaticals, joint appointments, outside professional activities process and all department electronic voting process. The position functions as the contact and liaison for all interactions with the Department Chair regarding AP cases. Provides support and coordination for MAE, including providing program support for special events with all logistics involved, tracking throughput on all action items and updating Chair and MSO apprised of progress, providing administrative support for Department faculty.
The position conducts the necessary research of UC policies and procedures and advise matters, issues involving academic rank and series concepts, including leaves of absence/sabbatical, benefits, retirement, compensation plans, salary, and employee labor relations Reviews accuracy of payroll entries for appropriate and timely processing. Position is responsible for all issues relating to non-citizen immigration procedures and applications for temporary visas, H-1B and permanent resident visas. The position provides back-up to all non-senate actions, payroll entry and department timesheet administration. The position interprets policy and develop/implement procedures to ensure compliance and support effective operations, as well as providing corrective guidance as needed. The position serves as the primary department payroll contact and expert, as both a payroll system (UCPath) transaction initiator and approver, working closely with the MSO, Personnel Analyst and School Dean's office to ensure that all paperwork and system transactions are timely and accurate. The position will also support the Department Chair, MSO, Graduate Analyst and Undergraduate Analyst as back-up with the preparation of quarterly and 3-year teaching plans and TA assignments. Incumbent will serve and participate in special projects and or other duties as assigned. Incumbent may perform as lead person to MAE staff in the MSO's absence.
Experience in one or more areas Academic Personnel, UC Path, UCI's time reporting system, and international scholar onboarding and employment is required.
3-5yrs of related experience
Bachelor's degree in related area and / or equivalent experience / training.
Basic knowledge of and ability to apply / interpret organization and college policies and procedures which govern academic HR. Knowledge of organization, college and departmental formal and informal policies and procedures and understanding of variances to stated policies. Knowledge of human resources management systems and other related business software programs and systems. Knowledge of unit academic culture and educational goals of discipline(s) served. Analytical skills to conduct analysis and develop recommendations to Chairs / unit management. Demonstrated organization, problem solving, and communication skills. Will require knowledge of organization's payroll system, UCPath Professional and finetune communication and demeanor Ability to effectively and efficiently manage heavy workloads, fluctuating deadlines and providing a quick turnaround response.
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.
The University of California, Irvine is an Equal Opportunity/Affirmative Action Employer advancing inclusive excellence. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories covered by the UC nondiscrimination policy.
UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at (949) 824-0500.
Since 1965, the University of California, Irvine has combined the strengths of a major research university with the bounty of an incomparable Southern California location. UCI's unyielding commitment to rigorous academics, cutting-edge research, and leadership and character development makes the campus a driving force for innovation and discovery that serves our local, national and global communities.