Job description

Under the direction of the Assistant Dean of Fellowships and Financial Services, the Academic Apprentice Personnel Coordinator for Fellowships and Financial Services provides analysis and administration of Academic Apprentice Personnel employment and academic policy associated with graduate student academic positions. Responsible for accounting and financial management of Academic Apprentice Personnel fee remission benefits. Reviews graduate student related employment actions to ensure accuracy and compliance with University policies and procedures, payroll policies, collective bargaining agreements and State and Federal laws. Responsible for post-audits at the campus level of all academic apprentice personnel actions. Coordinates application of policy with Summer Session Office and other central campus offices as required. Provides ongoing technical training and assistance across campus to departmental personnel processing academic apprentice personnel actions. Interprets and analyzes new policies and writes updates to the academic apprentice personnel manual and section of the UCPath (on-line) Manual. Implements UCPath system updates in collaboration with UCPath Center. Lead, develop, coordinate and manage presentations and trainings.

Percentage of Time:
100

Shift Start:
8:00 am

Shift End:
5:00 pm

Qualifications for Position

21
Records

Qualifications

Required/Preferred

1. Extensive background and experience in administering academic apprentice personnel policies and procedures along with knowledge of complex academic personnel systems within a higher education environment.

Preferred

2. Knowledge of functions performed by other administrative offices and ability to collaborate with such campus units including: Academic Planning and Budget (APB), Academic Personnel Office (APO), Compensation CHR, Academic Senate, ITS, Benefits Office, Labor Relations, UCPath and CRU.

Preferred

3. Ability to exercise high-level of discretion/confidentiality within the framework of professionalism, empathy, and diplomacy.

Required

4. Demonstrated skill in analyzing information, problem solving, handling sensitive situations, practices or procedures, and formulating logical decisions and conclusions based on appropriate facts and data.

Required

5. Knowledge of policies and procedures relating to the Academic Apprentice Personnel.

Required

6. Nuanced and advanced writing skills to compose memoranda, papers and reports that are grammatically correct, high-level, complex, analytical, logical and persuasive employing quantitative and qualitative data understood by a wide audience.

Required

7. Knowledge of UCLA Administrative and Financial systems along with UCPath with particular familiarity with associated data elements to facilitate making sound recommendations for updating/revising.

Preferred

8. Ability to sustain up-to-date knowledge of computer programs, applications and technology as it pertains to the above-mentioned systems.

Required

9. Skill in analyzing information, situations, complex policies or procedures in formulating logical and objective conclusions towards proposing effective solutions.

Required

10. Ability to ensure compliance to established Academic Apprentice Personnel policies and practices, particularly by auditing the work of others on UCLA campus preparing online academic apprentice personnel actions.

Required

11. Ability to develop campus workshops, present training sessions, and develop training materials with respect to guidelines and procedures for various campus stakeholders including department coordinators, Dean's offices and newly appointed graduate students, etc.

Required

12. Excellent oral, interpersonal and listening skills. Ability to speak and present materials to large groups as well as in individual settings utilizing appropriate language, grammar and tone. Capacity to report orally in meetings and to respond to questions from many sources with/and without ability to prepare. Aptitude to interact effectively within the academic and administrative community of the University with individuals of various social, cultural, economic and educational backgrounds.

Required

13. Experience developing web pages.

Preferred

14. Ability to create electronic databases for record keeping of complex data, configurations and statistical information.

Required

15. Ability to provide test data and to determine if desired results are accomplished.

Required

16. Ability to perform online post audits for all types of personnel actions.

Required

17. Knowledge of academic apprentice personnel salary scales and related policies to facilitate and administer the annual range adjustment process along with auditing pay scale table accuracy.

Preferred

18. Knowledge of University record keeping practices regarding academic apprentice personnel records and ability to review files to determine action regarding record retention with respect to archiving or document purging.

Preferred

19. Managerial and organizational skills to ensure effective and efficient processes and ability to prioritize projects.

Required

20. Bachelor's degree or equivalent education and experience.

Required

21. Working knowledge of Microsoft programs (Word, Excel, PowerPoint, etc.).

Required

Additional Posting Information

Bargaining Unit:
99-Policy Covered

Application Deadline:
05-16-2023

External Posting Date:

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