Academic Personnel Analyst 2 (7714U) Job #19019
Job ID:
19019
Location: Main Campus-Berkeley
Full/Part Time:
Full-Time
Department
Mechanical Engineering
Regular/Temporary:
Regular
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About Berkeley
The University of California, Berkeley, is one of the world’s most iconic teaching and research institutions. Since 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world. Berkeley’s culture of openness, freedom and acceptance—academic and artistic, political and cultural—make it a very special place for students, faculty and staff.
Berkeley is committed to hiring and developing staff who want to work in a high performing culture that supports the outstanding work of our faculty and students. In deciding whether to apply for a staff position at Berkeley, candidates are strongly encouraged to consider the alignment of the Berkeley Workplace Culture with their potential for success at http://jobs.berkeley.edu/why-berkeley.html.
Application Review Date
The First Review Date for this job is: December 18, 2014
Departmental Overview
The College of Engineering at UC Berkeley is recognized for its educational and research excellence, consistently ranking among the top three Engineering colleges in the United States. With more than 220 regular faculty members, 1, 600 graduate students and 2,700 undergraduate students located in seven academic departments, Engineering is the second largest college on the Berkeley campus.
The Mechanical Engineering Department consistently ranks as one of the top mechanical engineering departments in the world. The Department consists of 48.50 faculty, 24 career staff, and approximately 1350 graduate and undergraduate students.
The Incumbent supports the Department Chair, the Department Administrative Manager, Academic Analyst 4, Senate faculty members and Non-Senate instructors, specializing in academic personnel policy, and procedure, faculty members’ academic advancement; workrelated problems governed by UC academic HR policy, and instructional labor contracts.
This position is responsible for responding to urgent Dean’s Office, APO, or other campus-level queries regarding ME faculty salaries, personnel or recruiting matters, including sensitive and political aspects of internal faculty recruitment, in a climate of close State and Regent scrutiny of University affirmative action and faculty hiring practices. The ideal candidate backs up the Academic Analyst 4 for academic matters as needed, representing Department with College of Engineering and other campus units.
The position duties involves recommending, developing, implementing, administering, coordinating, and/or evaluating Academic Human Resources policies, labor contracts, statutes, programs, and procedures covering one or more of the following: academic recruitment, appointment, and advancement; compensation and salary administration; faculty welfare programs; visa procurement; benefits; payroll; training and development; faculty misconduct; and faculty equity.
Responsibilities
70% Academic Personnel:
• Facilitate/Manage the academic personnel process for all academic titles, including ladder rank faculty, professors in residence, zero FTE, adjunct appointments, visiting /temporary faculty, emeritus, recall, professors in the graduate school, lecturers, visiting scholars and postdoctoral appointments.
• Oversee and monitor the academic review process for appointments, reappointments, merits, mid-career appraisals, final appraisals and terminations; promotions to tenure, professor, and above scale appointments for ladder rank faculty. Determine and monitor eligibility for review, appointment and/or reappointment, and initiate all actions to meet deadlines. Adhere to the set Department calendar and schedule actions necessary to complete reviews. Analyze campus policies and department precedents to advise Chair on documentation necessary to support all academic personnel recommendations. Analyze personal data records and history of progression for department faculty.
• Prepare of all supporting documentation for cases. Assesses and summarizes data and comments from teaching evaluations; analyzes academic personnel statistics for reports and surveys; produces reports, spreadsheets, and other documentations for analyses database. Monitor teaching and service activities. Solicit and collect all documentation (CVs, bibliographies, biobibs, self evaluations, outside activity reports, etc.) related to merit and promotions cases; schedule ad hoc committee reports for actions related to review process. Supervise the preparation of letters of solicitation from outside referees, as necessary. Interpret APM, University, and Senate directives for faculty and advise faculty of their rights and responsibilities. Serve as custodian of faculty files and records, ensuring the integrity and confidentially of the Department’s review procedures and its academic personnel files as required by the bylaws of the Academic Senate.
• Work with Chair and/or Academic Analyst 4 to prepare/draft Departmental recommendation for appointment, merit and promotion cases. Analyze case documents prior to submission, reviewing for accuracy, completeness, and adherence to policies and procedures of the Standing Orders of the Regents, the Academic Personnel Manual (APM), the Berkeley Campus, and the Department of Mechanical Engineering. Identify and resolve any potential problems that might arise in later stages of the review process.
• Monitor lecturer appointments for compliance with Unit 18 Memorandum of Understanding. Coordinate employment actions related to international faculty and postdocs with Services for International Students and Scholars. Advise faculty, visiting scholars, and lecturers on UC employment and related matters. Notify academic personnel of policy changes related to benefits and retirement and respond to inquiries. Initiate action regarding notification of appropriate authorities in cases of death. Coordinate and process faculty summer salary appointments, vice chair appointments and related stipends. Coordinate the recruitment and hiring of postdoctoral fellows and visiting professors.
• Under the guidance of the Acad. Analyst 4: analyze leave eligibility; Inform faculty of accumulated sabbatical leave credit, advise of implications of various types of leaves including ASMD and industrial leaves, required reporting procedures, salary levels and lengths of leave available; Monitor compliance with University policies; Oversee preparation of departmental requests and processing of action. Track fiscal impact. Determines and assembles materials for academic review cases; prepares faculty and non-senate academic merit, promotion, and retention cases for submission including soliciting outside letters from referees if required; analyzes past and proposed actions.
Faculty Recruitment:
• Facilitate the faculty recruitment process. Help to formulate recruitment strategies through joint planning session with Department Chair, Search Committee Chair, and the Departmental Equity Officer. Advise Faculty search Committee on policy and procedural matters. Work with the Departmental Equity Officer to implement strategies to improve outreach to women and underrepresented minority candidates. Prepare and submit the Department search plan and advertisement for approval. Oversee the submission of advertisement to appropriate media; preparation and dissemination of recruitment related correspondence with other institutions; electronic and paper records associated with the search process; scheduling of meetings of the Search Committees; the candidate visits; special seminars; and interviews with faculty members. Oversee preparation of appointment cases for selected candidates, in compliance with affirmative action guidelines and documentation. For foreign appointees, prepare labor certification, visa status, renewals and extensions. Process or oversee the process of all employment forms. Advise on matters related to new faculty start-up packages, exceptional removal expense, housing, spousal placement, and benefits of employment. Monitor summer salary and housing allowance expenditures
against start-up commitments.
• Under the guidance of the Academic Analyst 4, analyzes and interprets guidelines and policies to provide advice and counsel to unit clients on issues such as compensation, workeligibility (visa) matters such as H1B processing or PR application, and benefits considerations.
• Faculty Benefits Counselor: Oversee record maintenance of various kinds of leaves, advise on their interactions, on Active Service/Modified Duties, on benefits enrollments for new hires, on benefits continuance while on various forms of leaves which faculty are allowed. Liaison with research units to coordinate correct payment of ME faculty Research Leaves.
15% Office Management and Executive Level Administrative Support:
• Administrative support and assistance to the Department Chair and Administrative Lead, including management of the immediate office of the Chair.
• Provides frontline customer service to faculty, students as well as visitors and high level guests of the Department.
• Prepares routine and non-routine correspondence, drafts letters, responds to written inquiries as well as inquiries received online via the internet.
• May research various topics and gather relevant data to inform unit strategic
plans.
• General administrative support such as calendaring; travel arrangements, managing and scheduling of rooms for seminars, faculty meetings; Other duties as assigned by the Department Chair or Administrative Lead.
10% Event Planning:
• In collaboration with the Communications Specialist and the Department Chair and/or COE College Relations, implements programs, events and communication strategies designed to inform external constituencies. Constituencies may include alumni, donors, external advisory board, prospective students, parents, local community and/or general public.
• Assists with planning and coordinating local and offsite conferences, Departmental events, seminars, workshops, banquets, and information sessions; attends to logistical arrangements including site selection, catering, travel, and parking for participants; manages registration and participant list; prepares and distributes communications or meeting materials. Independently develops and implements protocols to streamline the planning process for regular events.
• Manages complex agendas and meetings for protocol visits; prepares briefings.
• Develops and implements event budgets.
• Contributes to and participates in the long range unit event.
5% Finance:
• Helps to insure financial service functions are performed with accuracy. Reviews/approves financial transactions specific to department funding and liaisons with CSS Business and Financial Services team as needed.
• Assists with day-to-day activities of general accounting; approves and monitors activities ensuring compliance with campus policy; researches and resolves accounting problems and reconciles departmental funds.
• Helps to maintain the department’s chart of accounts; reviews reports to ensure funds are available for expenditures; provides expenditure data to the Executive Officer as needed for department budgetary review; maintains worksheets to track monthly charges with corresponding charts of accounts.
Required Qualifications
• Knowledge of basic concepts and principles of building and maintaining effective relations with a variety of constituencies.
• Demonstrated successful experience providing comprehensive administrative support in a comparable, fast paced environment.
• Well developed organizational, coordination, and problem solving skills, as well as the ability to prioritize, work under pressure, and meet deadlines; event planning skills.
• Proficiency with Microsoft Office Suite including Word and Excel, calendaring systems, the internet, and ability to learn other software and systems as required.
• Strong attention to detail and thoroughness in work quality.
• Effective verbal and written communication skills.
• Exceptional interpersonal skills to maintain cooperative and effective working relationships with diverse groups of faculty, staff, students, administrators, and industrial partners.
• Demonstrated ability to handle sensitive matters with discretion and tact, and to maintain strict confidentiality.
• Willingness to learn and take direction.
• Customer service orientation and ability to be flexible and adaptable to change.
• Demonstrated reliability including a record of excellent attendance and punctuality.
• Requires in-depth knowledge of and ability to apply/interpret campus and college policies and procedures which govern academic HR.
• Excellent critical and innovative thinking to address complex issues and present nuanced analyses.
• Thorough knowledge of system wide and campus policies, union contracts, procedures and practices that govern academic HR administration
Preferred Qualifications
• Demonstrated knowledge of University policies and procedures regarding travel and entertainment, and general knowledge of University purchasing policies and procedures.
• Bachelors degree in related area and/or equivalent experience/training.
Salary & Benefits
For information on the comprehensive benefits package offered by the University visit:
http://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html
**Starting salary commensurate with experience**
How to Apply
Please submit your cover letter and resume as a single attachment when applying.
Criminal Background Check
This position has been designated as sensitive and may require a Criminal Background Check. We reserve the right to make employment contingent upon successful completion of a Criminal Background Check.
Equal Employment Opportunity
The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected veteran status. For the complete University of California nondiscrimination and affirmative action policy see:
http://policy.ucop.edu/doc/4000376/NondiscrimAffirmAct
If you’d like more information about your EEO rights as an applicant under the law, please see:
http://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf
Work Environment
As of January 1, 2014 the University of California, Berkeley is a smoke and tobacco free workplace. Information about our Smoke and Tobacco Free policy is available at:
http://www.tobaccofree.berkeley.edu/
Clery Disclosure
The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act require that crime statistics and other safety information for colleges and universities receiving Title IV funds be made available to applicants upon request. University of California, Berkeley’s Annual Security Report includes statistics for the previous three years concerning reported crimes that occurred on campus, in certain off-campus buildings owned or controlled by the University, and on public property within or immediately adjacent to and accessible from the campus. The report also includes institutional policies concerning campus security, such as those concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. You may obtain this information for the UC campus to which you are applying by accessing the website at http://police.berkeley.edu/safetycounts/index.html.
A printed copy of the report may be obtained by writing to UCPD, Room 1, Sproul Hall, Berkeley, CA 94720.
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