Senior Staff Personnel Analyst

University of California, Irvine•Irvine, CA

6d•Onsite

About The Position

The UCI School of Physical Sciences Personnel Team is responsible for providing input and guidance in the organizational strategic planning and processes for academic and staff personnel policy administration and payroll. The team offers customer-centric counsel to School Leadership and employees, and manages all human resources, academic personnel, and payroll matters for the employee life cycle of faculty, staff, and students. Under the direction of the Director of Personnel, serves as the subject matter expert and lead for staff and undergraduate employee administration within the School of Physical Sciences. Manages the full employment lifecycle—including recruitment, retention, and separation—for all staff classifications (career, limited, casual restricted, etc.) in UCPath, Time Reporting System (TRS), and Employee Experience Center (EEC). Acts as primary liaison with UCPath, Human Resources, JDX, and iCiMS while providing expert analysis, guidance, and policy interpretation on local, campus, UCOP, state and federal personnel policies, procedures, collective bargaining agreements, leave administration, and benefits. Requires exceptional integrity, confidentiality, and comprehensive knowledge of campus and university personnel regulations.

Requirements

Demonstrated knowledge of UCPath, TRS and other related business software programs and systems.
Analytical skills to conduct analysis and develop recommendations; demonstrates organizational skills and problem-solving skills.
Working knowledge of human resources policies and programs, and how they affect other organizational policies and procedures.
Demonstrated ability to handle difficult or volatile situations / individuals effectively.
Experience identifying objectives, problems, and analyzing information to develop recommendations and alternatives to resolve problems or reach objectives.
Highly organized and detail oriented, resourceful and possess exceptional level of tact and diplomacy.
Excellent interpersonal skills to communicate clearly and effectively with people from a wide-variety of ethnic, socioeconomic, professional, and educational backgrounds.
Ability to work independently with minimal direction by being a self-starter in setting priorities and completing assignments with various deadlines on a timely basis.
Work effectively in a fast-paced, high volume environment.
Demonstrated skill to work with variety of computer software including Microsoft Office (Word, Excel) database and document management systems, electronic mail, and collaboration platforms.
Requires thorough knowledge of and ability to apply and interpret organization policies and procedures which govern staff personnel and payroll.
Thorough knowledge of organization and university goals, priorities and values and the legal and human implications of decisions.
Ability to analyze complex management issues, develop project scope and solutions, give professional advice to senior officials, and advise on critical decisions regarding personnel.
Excellent critical and innovative thinking to address moderately complex issues and present nuanced analyses.
Computational ability to determine payroll information, maintain accurate records, and conduct required analyses.
Writing skills sufficient to prepare concise, logical and grammatically correct correspondence, administrative reports, policy guidelines and procedures.
Skill in troubleshooting and problem solving in non-standard, urgent, conflicting and/or unexpected circumstances
Demonstrated organizational skills and ability to prioritize assignments when faced with heavy workload, deadlines, and compelling requests for services.
Knowledge of equal opportunity and diversity guidelines and related University policies governing recruitment, selection, and promotion.
Ability to exercise professionalism and confidentiality in all aspects of the position.
Bachelor's degree in related area and / or equivalent experience / training
5-10 yearsExperience in personnel administration or an equivalent combination of education and experience.

Responsibilities

Serves as subject matter expert and lead for all staff and undergraduate student employees in the School of Physical Sciences. Has oversight for all staff and undergraduate student payroll entries made by the processors in the school. Ensures accuracy of entries and provides instruction on any necessary corrections. Determines appropriate action and prepares forms and materials in support of confidential personnel transactions from employment through separation, including transfers, promotions, leaves, percent time adjustments, additional appointments, and one-time payments for career, limited, and student assistant positions. Ensures all appointments conform to all policies, procedures, and collective bargaining agreements. Serves as staff Point of Contact (POC) for UCPath. Serves as backup to the Director of Personnel for staff matters as needed. 25%
Maintains records and active personnel files for all School staff in the campus in Personnel Records Online (PRO) system. Responsible for tracking and managing staff leaves in UCPath in coordination with Central Human Resources and Sedgwick Claims Management Services. Responds to employees and supervisors regarding leave inquiries. Utilizes COGNOS and local reports to audit and maintain accurate payroll records, monitoring end dates, pay rates, accrual rates, benefits codes, and service credit. Manages the Time Reporting System (TRS) for the School of Physical Sciences, performs complex calculations and analysis relating to retroactive pay actions, off cycle and other compensation. 20%
Oversees staff recruitment for the School of Physical Sciences, provides policy interpretation and counsel on unique/exceptional cases. Reviews resumes and applications and interviews applicants for a full range of staff positions. Point of contact for JDX (job description library) and iCIMS (recruitment software). Prepares and edits job descriptions, creates job posting on internal and external career websites. Communicates with and trains managers on effective use of JDX and iCIMS recruitment platforms. Under the direction of the Director of Personnel and Assistant Dean, oversees the staff position reclassification process using JDX and collaborates with Central Human Resources Compensation on position classification determinations. 20%
Serves as the primary consultant and advisor to the Dean, Assistant Dean, Director of Personnel, staff managers, and employees for staff personnel issues including - but not limited to - job descriptions, compensation review, recruitment and appointment of personnel, corrective actions and dismissals, time and leave reporting, performance evaluations, contract compliance, student employment, and records management. Takes a lead role in assessing, analyzing and recommending appropriate action on exceptional or unusual personnel matters. Resolves benefits issues, and provides guidance on compensation programs, personnel policies and procedures. Serves as primary liaison and resource on all staff issues between School of Physical Sciences and campus Payroll Office, Labor Relations, Human Resources, and other central administration offices. Functions as contact person with external agencies, internal auditors, unions, and organizations to resolve personnel matters. 15%
Provides consultation to staff managers and supervisors, employees and undergraduate students on employment-related inquiries, counseling on moderate to complex work-related problems. Analyzes and interprets personnel guidelines and policies to provide advice, policy impact analysis and implementation, and often day-to-day counsel to departments, leaders, and employees on compensation, classification, labor relations, and personnel management issues. Proactively attends meetings and trainings to ensure timely dissemination of new information regarding campus and university policies, procedures, and personnel administration matters. 10%
Conducts HR trends analyses and independently prepares comprehensive staffing and payroll reports, making strategic recommendations based on findings. Utilizes reports to collect, analyze, and interpret HR-related staff data. Provides strategic advice to the Assistant Dean and department leaders by analyzing and interpreting system-wide and organizational policies, collective bargaining agreements, and staff personnel procedures and practices to inform decision-making and workforce planning. Manages the financial aspects of staff human resources management with the SoPS finance team, continuously seeking to streamline operations while managing risk and maximizing the quality of customer services. Provides high-level analytical support and serves as the subject matter expert on staff personnel matters (including labor issues), and on organizational issues as needed. Makes recommendations to the Director of Personnel and Assistant Dean regarding exceptional or unusual personnel issues, including classification, compensation, correction action, and dismissal. 5%
Works with client groups on complex re-organizations and staffing objectives to assist in meeting business objectives. Serves as a liaison between the School and the campus Payroll Office, Labor Relations, Human Resources, and other central administration offices. Functions as contact person with agency, internal auditors, unions, and organizations for personnel problems. In coordination with the Director of Personnel, leads the SoPS staff development and training efforts. Serves as the SoPS wellness and engagement ambassador. 5%