Academic Personnel & Fellowships Analyst

Payroll Title: Academic Human Resources Analyst 2

Job Code: 007714

Job Open Date: 10/4/24

Application Review Begins: 10/21/24; open until filled

Department Code (Name): INEE (INSTITUTE OF ENERGY EFFICIENCY)

Percentage of Time: 100%

Union Code (Name): 99 (Non-Represented)

Employee Class (Appointment Type): Staff (Career)

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: Grade 20

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $30.56 to $33.00/year. Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University. The full salary range for this position is $30.56 to $53.45/year.

Work Location: Henley Hall 1001

Working Days and Hours: Mon-Fri, 8am-5pm

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid (Both UC & Non-UC locations)

Special Instructions: For full consideration, please include a resume and a cover letter as part of your application.

Department Marketing Statement:

The Institute for Energy Efficiency (IEE) is an interdisciplinary research institute dedicated to cutting-edge science and technologies that support an energy-efficient and sustainable future. IEE's research activities leverage the considerable expertise of UCSB's highly acclaimed faculty, scientists, engineers and researchers. By fostering collaborations, sponsoring research, and expediting the commercialization of new technologies, IEE is a key driver of significant advances in energy efficiency.

Benefits of Belonging:

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC

Brief Summary of Job Duties:

Under the general supervision of the Assistant Director, the Academic Personnel Analyst is responsible for overseeing all personnel processes for the department, including coordination of visa applications, analyzing complex academic personnel policy, academic recruitments, merits and promotions, and all payroll and timekeeping processes. In addition, the Analyst manages, plans, and implements the IEE Graduate and Postdoctoral Fellowship Programs.

Required Qualifications:

• Bachelor's degree in related area and / or equivalent experience / training.
• 1-3 years of administrative experience or equivalent training.
• Ability to interpret and apply organizational policies and procedures that govern payroll and academic personnel and willingness to learn.
• Strong organizational and problem solving skills.
• Strong customer service skills and ability to interact with staff, faculty, and external stakeholders in a professional manner.
• Ability to work on multiple projects with frequent interruptions.
• Ability to maintain accurate physical and digital records.
• Basic proficiency with computers and common office software, particularly Microsoft Office and Google Suite.

Preferred Qualifications:

• 1-3 years of experience with UC financial and payroll systems, especially UCPath, Kronos, AP Folio, Gradpoint, and GUS.
• 1-3 years of experience working with academic personnel and staff payroll.
• 1-3 years of experience working with an academic department or organized research unit in a university setting.

Special Conditions of Employment:

• Satisfactory conviction history background check
• UCSB is a Tobacco-Free environment.

Job Functions and Percentages of Time:

• 60% Academic Personnel Management & Coordination - Manages the overall cycle and administration of Academic Personnel matters, including researcher merits and promotions, all academic and research recruitments, and all academic and research appointments and re-appointments. Maintains in-depth knowledge of complex Academic Personnel policies and procedures, and consults with Academic Personnel, Office of International Students & Scholars, College of Engineering Dean's Office, Human Resources, Office of Research and the Office of Equal Opportunity as necessary to research and resolve academic and research personnel issues and provide information and guidance to Director and MSO. Serves as primary resource and contact point for academic personnel policy within the department, providing consultation and interpretation to the Director, MSO, and faculty. Recommends appropriate courses of action or alternative solutions to requests that do not conform to policy. Initiates the merit and promotion actions for academic and research personnel, and sets up and maintains review case files. Coordinates with personnel undergoing review to ensure accurate and complete information is provided and submitted on time. Prepares appointment packages and employment documents for academic researchers, recall faculty, graduate students, post-docs, visiting scholars, without salary personnel, and non-academic student employees . Administers all academic recruitments on UC Recruit. Coordinates all aspects of recruitment including developing advertisements for professional journals to final submission of appointment documents. Supports faculty search committees. Coordinates and prepares complex visa applications for visiting researchers. Manages additional compensation and summer salary for Principal Investigators. Verifies allowability of using funding for summer salary, coordinates with other departments with which the PI is affiliated, and performs complex calculations to determine payout. Provide cross-training and mentorship on aspects of academic personnel to other staff members as needed. Ensures e-verify federal regulations are met. Serves as Benefits Representative for the academic appointments. Advises employees on the financial impacts of all benefits matters. Conducts individual orientations and exit sessions to disseminate policy regarding, but not limited to: benefits eligibility, employment status, pay increases, overtime, and vacation and sick leave accruals.

• 15% Graduate Fellowship Program Administrator - Manages, plans and implements Graduate and Postdoctoral Fellowship Programs. Formulates the selection process and oversees the related marketing plan and collateral materials. Works with students, departments, and the scholarship committee to gather and provide necessary information, promote the program, and ensure maximum visibility. Manages application processing and advocates for graduate students with departments, Graduate Division and other related offices. Responsible for financial management of fellowship funds and payments via Graduate Division form 1's and 2's.

• 15% Payroll Administration & Change Management - In accordance with UC, campus, federal, and state rules and regulations, prepares and processes paperwork for new hires, academic appointments, and separations. Responsible for the PPS and GUS entries for all employment actions, including: new hires, extensions, percentage and step adjustments, increases, funding changes, and separations. Responsible for processing of biweekly, monthly and supplemental time reporting for all IEE personnel (~75-110 total) using both PPS and Kronos, including all staff, researchers, graduate students, undergraduates, and fellowship recipients. Acts as as Kronos Coordinator and ensures all personnel are trained in use of Kronos; develops training guidelines for specific users and resolves issues with campus Kronos Team. Creates and maintains all academic personnel files, ensuring all proper back-up documentation is received and retained for audit purposes. Acts as departmental lead for UCPath and Kronos transitions, adjusting departmental processes and continuously re-evaluating to ensure changes are implemented efficiently and thoroughly with minimal disruption. Creates new departmental procedures and policies. Responsible for communicating changes with all impacted staff, faculty, and other academic employees and serves as departmental liaison with the campus UCPath transition team.

• 10% Marketing - Oversees creation and production of all print and digital marketing content from conception to completion. Edits all communications content including website copy, email newsletters, brochures, event promotional materials, press releases, and social media posts. Coordinates paid advertising and PR efforts. Writes content for website, newsletter, and other materials as needed. Develops and distributes quarterly email newsletter: decides content, manages contributors and revision process, editing, and formatting; ensures timely deployment. Designs or oversees graphic design of materials including posters, inserts, brochures, etc. Manages all Institute website content, ensuring it is accurate and up to date, and makes improvements as needed. Coordinates the maintenance of "Internal Services" section of website, ensuring information is accurate and delegating required updates to IEE staff as necessary. Responsible for maximizing benefit of Customer Relationship Management (CRM) System in support of Institute goals.

UC Vaccination Programs Policy:

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs.
As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals* must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.

For more information, please visit:

* UC Santa Barbara COVID-19 Information - https://www.ucsb.edu/COVID-19-information
* University of California Policy on Vaccinations - With Interim Revisions - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

*Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.

Equal Opportunity/Affirmative Action Statement:

UC Santa Barbara 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.

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