0-1 years of experience
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Employment Type:
Full time
Job Category:
Health Care Provider
Health Care & Medicine
Academic Personnel Coordinator
(This job is no longer available)
UCLA Health | Los Angeles, CA
Grad Date

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Job Description

Job Duties
Under the general supervision from the Academic Manager, the Academic Personnel Coordinator is responsible for assisting in the administration and coordination of faculty recruitment, appointments, promotions, and merits. The incumbent will review the status of all pending faculty appointments and promotions, utilizing internal and SOM systems. The incumbent will also aid the Manager in informing the faculty, Director of Human Resources, CAO, and Chair of the Appointments and Promotions Committee on all dossier-related documents and issues required for faculty appointments, promotions, and merits in conjunction with SOM/CAP review guidelines and deadlines. The incumbent shares the responsibility for the coordination and scheduling of the faculty review committee and the faculty voting process. The incumbent will coordinate training workshops for junior faculty, providing information and training in the advancement process and on dossier requirements. The incumbent is responsible for entering all project scientists and researcher appointments and actions in the EDB. The incumbent will also aid in providing general benefits counseling to all new faculty. The incumbent will provide assistance and backup to other members of Neurology Human Resources as needed and will perform special projects for the Academic Manager, Director of Human Resources, or the CAO as needed. Serve as the Administrator for Department of Neurology faculty visa coordination including all visa applications and processing. The incumbent will serve as the department's liaison with the School of Medicine's Visa and Licensing Office and the Dashew Center in coordination of and processing departments' faculty visa sponsorship and requests. The incumbent will advise the PI and/or applicant regarding acceptable working titles, long term work permits or visa types and funding commitments associated with a visa sponsorship. The incumbent will also advise the PI and/or supervisor on visa options (J1, H1B, TN, etc.) and associated cost. The incumbent will assist in communication and training department faculty and administrators regarding visa policies.

Job Qualifications
Demonstrated working knowledge of the academic personnel process procedures for appointments, advancements, and reviews.- preferred Demonstrated ability to prioritize and complete work in a timely manner taking into consideration changing workloads, priorities, and competing deadlines. Demonstrated knowledge, and ability to interpret, apply, and seek clarification and interpretation of policies and guidelines in The CALL.- preferred Demonstrated knowledge, and ability to interpret, apply, and seek clarification and interpretation of APM policies and guidelines.- preferred Demonstrated knowledge using the PTR system in analyzing and processing faculty pay transactions and pay history.- preferred Demonstrated knowledge in entering academic appointments in the EDB and using inquiry functions to analyze appointment and pay transactions.- preferred Demonstrated working knowledge of FPM.- preferred Demonstrate ability to establish and maintain cooperative and collaborative working relationships. Ability to handle confidential information with discretion, exercising good judgment. Demonstrated ability to communicate and present information clearly, concisely, and a logical manner. Excellent writing skills sufficient to compose routine correspondence and reports using proper grammar, spelling, punctuation, and syntax. Ability to speak effectively to persons of various social, cultural, economic and/or educational backgrounds to obtain information, explain policies and procedures, provide information and resolve conflicts. Demonstrated working knowledge of UC Staff Personnel Policies and Procedures including use of appropriate forms.- preferred Demonstrated ability to work independently and to follow through on assignments with minimal supervision while also keeping supervisor apprised of progress. Demonstrated knowledge of University's Visa procedures and requirements. Working knowledge of University QDB system to run queries and prepare departmental personnel reports.- preferred Skill in managing multiple conflicting tasks and changing priorities to meet strict deadlines, while dealing with regular interruptions. Skill in establishing and maintaining filing systems (hard copy and computer) for personnel records, correspondence, manuals, etc. Excellent math skills to calculate salary, vacation, and sabbatical accrual.

About UCLA Health

For more than half a century, UCLA Health  has provided the best in healthcare and the latest in medical technology to thepeople of Los Angeles and throughout the world. Today we are one of the most comprehensive and advanced healthcare systems in existence. We are comprised of Ronald Reagan UCLA Medical Center, UCLA Medical Center, Santa Monica, Resnick Neuropsychiatric Hospital at UCLA, Mattel Children’s Hospital UCLA, and the UCLA Medical Group, with offices throughout the region.

Ronald Reagan UCLA Medical Center is consistently ranked by U.S.News & World Report as one of the top five hospitals in the nation and the best medical center in the western United States. The doctors, scientists and caregivers of UCLA are leaders in their fields. Every day, they perform pioneering work across an astounding range of disciplines, from organ transplantation and cardiac surgery to neurosurgery and cancer treatment. Year after year, our people have achieved medical breakthroughs and earned the highest industry honors. And we’re just getting started.

The dedicated professionals of UCLA Health are committed to healing humankind, one patient at a time, by improving health, alleviating suffering, and delivering acts of kindness on a daily basis.