Human Resources and Academic Personnel Manager - 134383

• This position is open until filled. First Review Date 2/20/25.

Physics is a prominent, highly ranked, and research-intensive department at UC San Diego, with 400+ employees, annual expenditures of roughly $50M, annual course enrollment greater than 22K, and over 140K square feet of space in 6 campus buildings. Research and instructional activity occur 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; Gran Sasso Underground Laboratory (LNGS) in Italy; PandaX experiment at China Jinping Underground Laboratory (CJPL); the Large Hadron Collider at CERN (the European Organization for Nuclear Research) in Switzerland; also to include the currently constructed Simons Observatory in the Atacama Desert in Northern Chile. 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.

Instruction occurs at multiple levels. With approximately 175 students, the doctoral program has a flexible and broad-based curriculum, which leads to a Ph.D. in Physics or a Ph.D. in Physics with a specialization in Biophysics. With nearly 400 Physics majors, the undergraduate major program is one of the most productive in the nation. Students may obtain B.S. degrees with optional specializations in Astrophysics, Biophysics, Computational Physics, Earth Sciences, or Materials Physics, or B.A. degrees with an optional specialization in Secondary Education. A unique 5-year contiguous program leading to a B.S./M.S. in Materials Physics is also available. Lower division courses allow students to satisfy their general education requirements and serve as foundational courses for students majoring in the sciences and engineering.

Under the general direction of the Chief Administrative Officer, this position manages all departmental and personnel matters related to academic personnel, human resources, employee relations, labor relations, classification and compensation, recruitment, payroll and timekeeping, and training and development for the Department of Physics. The role is responsible for independently overseeing the full scope of human resources and academic personnel activities for a large and complex academic department with approximately 400 academic, staff, and student employees.

Use professional HR concepts to apply organization policies and procedures to resolve a full range of HR-related issues. Work on problems that are diverse and complex in scope, requiring the analysis of various factors. Typically receive minimal instruction on day-to-day assignments, with some guidance on new projects.

Key Responsibilities:

Supervision: Supervise, direct, and train Human Resources and Academic Personnel staff responsible for coordinating and implementing payroll, human resources, and academic personnel activities.

Academic Personnel Services Management: Oversee appointments, subsequent reviews, personnel actions, leaves, visas, salary administration, benefits, separations, grievances, layoffs, and recruitment for approximately 275 academic personnel. This includes ladder-rank, teaching, emeriti, and Unit 18 faculty, as well as research scientists, project scientists, postdocs, and visiting scholars/graduate students.

Strategic Planning: Participate in strategic planning to establish and implement effective policies, programs, and practices consistent with the department's goals and mission. Lead and manage training and staff development initiatives.

Advisory Role: Serve as the principal advisor to senior management and department heads on HR and employee issues. Manage a wide variety of complex issues, exercising leadership, discretionary authority, creativity, negotiation, investigative, analytical, and problem-solving skills.

Departmental Leadership: Represent the HR & AP unit at departmental management meetings. Work with CAO and other unit managers to define and develop department-wide policies, procedures, and activities. Perform resource analysis to support department-wide staff training and development needs. Represent the department at meetings with the School of Physical Sciences Dean's Office and other campus entities.

Policy and Procedure Management: Develop, interpret, implement, and revise departmental policies, procedures, and guidelines. Clearly package and present this information to managers and employees.

• This position has a hybrid work schedule, which requires 3 days on-site and 2 days remote.

• For full consideration, please submit a cover letter along with a resume.

• Experience with academic personnel processes related to recruitment, appointment, and salary review; and knowledge of visa procedures and policies and immigration laws; knowledge of Labor Certification process and permanent residency procedures.

• Thorough knowledge and experience managing a broad scope of human resource-related functions and extensive experience in human resource management in a large, complex, and unionized environment including employee/labor relations, recruitment and selection, compensation and classification, performance evaluation, organizational and employee development, training, workers compensation, benefits, accommodations, personnel and payroll, and terminations/layoffs.

• Demonstrated experience in job analysis, classification, and compensation. Must possess deep knowledge of classification and compensation policies, with the ability to objectively analyze information and make responsible and appropriate classification and compensation recommendations. Must possess knowledge of the best practices of classification and compensation.

• Demonstrated expertise and ability to collect and analyze data, interpret policies and procedures, and apply them to routine as well as unique and complex situations. Strong demonstrated experience and proven ability to establish or recommend alternative solutions. Expertise to develop innovative approaches, techniques, and procedures to provide more efficient and responsive services.

• Strong, effective supervisory skills and demonstrated ability to provide leadership that motivates and promotes teambuilding, creates a positive work environment, and fosters the Principles of Community. Ability to analyze workflow and determine effective staffing structures to meet operational and service needs of the organization. Ability to address and resolve performance problems and other personnel issues and concerns.

• Proven success and ability to provide appropriate administrative and disciplinary actions to manage policy compliance in organized and non-organized areas. Use professional judgment in situations for which there are no established criteria or standards or where answers to problems are not readily apparent and initiate action and solutions. Utilize effective negotiation skills in the performance of functions to produce a satisfactory outcome for all parties concerned.

• Skilled in communicating clearly and effectively verbally and in writing. Excellent negotiation skills. Demonstrated counseling techniques with the ability to act as a facilitator, exercise diplomacy, tact, professionalism, responsiveness, a high degree of flexibility, and solve concerns between individuals in a fair and equitable manner. Ability to communicate effectively one-on-oneor in group settings, taking into account differences in social, cultural, professional, and educational backgrounds.

• Demonstrated ability to participate in short- and long-term planning, identify changing priorities, and negotiate resources. Must be able to work in a fast-paced environment and respond professionally to competing priorities.

• Demonstrated knowledge of computer systems and applications, including word processing, database, spreadsheet, and presentation software. Ability to incorporate computer technology to improve processes.

• Strong, independent decision-making skills, exercise initiative, excellent judgment and tact in managing and completing administrative operations, maintaining confidentiality, and handling sensitive matters in the absence of close supervision.

• Demonstrated proficiency in researching, organizing, reporting statistical and informational data, and carrying out complex analysis of data.

• Extensive knowledge of the full range of university payroll policies and payroll operating systems.

• Possesses strong analytical skills to conduct analysis and develop recommendations, demonstrating organization and problem-solving skills.

• Thorough knowledge of organizational policies and procedures, knowledge of functional area and understands how work may affect other areas.

• Thorough knowledge of human resources concepts, policies and procedures, employment practices, labor relations, salary administration, training and other areas of human resources.

• Knowledge of a human resources management system (HRMS), and / or other related business software programs and systems.

• Demonstrated ability to handle very difficult or volatile situations / individuals effectively.

• Demonstrated analytical, active listening, and critical thinking skills.

• Demonstrated understanding of the importance of ensuring an equitable, inclusive, and diverse working environment, with the ability to work as a part of a diverse and collaborative team. Demonstrated competency and commitment to equity, diversity, and inclusion.

• Job offer is contingent upon satisfactory clearance based on Background Check results.

• This position is designated as a mandated CANRA reporter.

If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community.

UC San Diego is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

For the University of California's Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20
For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.

Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

a. "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

• UC Sexual Violence and Sexual Harassment Policy
• UC Anti-Discrimination Policy
• Abusive Conduct in the Workplace