Academic-Staff Affairs Specialist

%

of time

Key Responsibilities

(To be completed by Supervisor)

Manages, plans, and administers a full range of administrative operations in a small to medium academic department, or a small to medium non-academic department or program, where operations are significantly complex in terms of budgetary funding, number of faculty, staff and students, and / or are broad in scope due to focus of operations (e.g., computer or wet lab space and equipment, fundraising, grant writing, etc.).

Serves as a key resource for the CAO, faculty, staff and departmental leadership with concerns for areas regarding appointments, merits, promotions, staff hiring, labor relation, work performance, and visa applications. The incumbent is expected to address strategic issues and provide expertise and guidance to resolve complex issues and situations independently.

Academic Searches

Manages and oversees departmental processes, information, and workflow for new faculty appointees. Manages academic search process ensuring that Department and University administrative and affirmative action requirements are met and that required search process records and electronic files are maintained. Manages data systems to track recruitment. Provides ongoing reports on the status of assigned searches. Orients search committee Chair and members on the use of AP Recruit and adherence to SOM/Campus search policies. Coordinates academic recruitment plan and advertising. Submits the shortlist prior to the interviewing process and prepares a Search Process Report (SPU) in consultation with the search committee chair and the Office of Opportunity and Outreach. Consult and liaise with UCSF HR, UCSF Academic Affairs Office, and VPAA office regarding a Change in Series and transfer requests. Maintains advanced knowledge of university policies, procedures, and practices as they relate to academic recruitments and search waivers. Act as the first point of contact for applicants and clarifies requirements. Attends academic faculty search committees or serves as primary liaison with an external recruiter, ensuring all are aware of relevant university and department policies. Follows up on actions required.

Non-Faculty Academic Searches

Manages and oversees departmental processes, information, and workflow for new non-faculty appointees as above, specifically for APM 310 (Professional Researcher) and APM 330 (Specialist) academics. To continue Postdoctoral Scholars completing their sixth year, an academic search is required to move them into the Specialist series.

Staff Searches

Manages, oversees, and facilitates appropriate staff classification for job description and provides guidance to supervisors on appointment type, guidelines for limited hires, guidelines for interim staffing, and use of the Brassring interface. Facilitates individual project and joint staff recruitment efforts across projects at the department, assuring consistency and appropriateness of job requirements and responsibilities. Analyzes preliminary job descriptions and develops recommendations for revisions to assure compliance with appropriate classification series. Reviews and approves final job descriptions or reclassification requests for consistency, clarity and completeness.

Administrative operations include budgetary financial management and human resources and may include some of the following functions: IT, facilities, student services, recharge administration and / or contracts and grants.

Works with other departments to facilitate joint appointments, is responsive, identifies problems, assists with resolution of routine and non-routine issues, and analyzes moderate to complex issues to recommend solutions. Coordinates with other UC campuses, schools, departments, business units, and specialty centers to deliver efficient and effective academic and staff personnel assistance while ensuring compliance with UCSF policy and procedures for staff, faculty academics, non-faculty academics, postdoctoral scholars, medical trainees, graduate student researchers, as well as affiliate appointments.

Academic Onboarding

Develops, maintains new hire onboarding orientation and leads strategic planning efforts in employee development. As a member of the UCSF Health New Surgeon Onboarding Committee Workgroup, plans, manages and implements departmental academic onboarding processes and systems, ensuring timely and accurate completion of onboarding processes. Drafts the chair letter required for the academic packet by applying a breadth of knowledge of multiple disciplinary areas. Uses UCSF Health Physician Onboarding Planning Checklist to onboard faculty and to notify stakeholders (Clinic Manager/Director, Perioperative Leadership, and internal department stakeholders). Facilitates visa process (if applicable) and sets up network credentials prior to start date, monitors the creation of the UCSF email account and required trainings. In addition, the incumbent will be responsible for managing the credentialing life cycle for the faculty member, including but not limited to obtaining information to submit the pre-application for credentialing, addressing/resolving any incoming inquiries received from the new faculty member, OMAG office, or the MSO unit. Tracks relocation commitments, FRAP and MOP commitments, visa and waiver status, as well as coordinates with the CAO to complete and execute mutual acknowledgement letters resulting from appraisal reviews, quarterly one-time payments, faculty mid-year salary changes relating to UCSF and SFVAMC paid appointments through the Dean's Office.

Foreign-Trained Medical Providers Onboarding

Manage and facilitate licensure of foreign-trained medical providers appointed as Visiting Professors in collaboration with the Dean's Office, VPAA, OMAG, ISSO, and Central HR. This requires an initial H-1B visa and approval from the California Medical Board.

Non-Faculty Academics, Research Visitors, and Staff Onboarding

In collaboration with Central HR, plans, manages, and implements onboarding processes and systems, ensuring timely and accurate completion of onboarding processes. As a subject matter expert on visa processing, collaborates with ISSO on initial J-1 and H-1B visas, F-1 OPT STEM continuation, F-1 OPT STEM to H-1B visa amendments, and extension of H-1B visas for the department's academic population. Using knowledge of UC-Systemwide Academic Salary Scales, monitors salary setting for Postdoctoral Scholars, Specialists, and Professional Researchers for initial offer letters, via consulting and advising supervisors and handling transactions through Oracle HCM (previously PCMA). Manages start dates, extensions, and visa amendments for academic visa holders to fulfill the requirements of USCIS with the guidance of APM policy and/or specific bargaining unit contracts. Maintaining internal salary setting for staff employees to advise HR Team administering Offer Management Roll Out for equitable salary setting. For research visitors under APM 430, the respective appointment date may need revision under visa processing from the scholar's home country and requires collaborating with Central HR to update paperwork to ensure our central offices (HR and ISSO) have current, up-to-date documents to process the new hire. The department faculty will request observers from within and outside of the USA to visit the clinical areas. The incumbent will ensure the observation packet is approved, HR has approved the request, building access is submitted, and will provide communication to the observer for successful onboarding.

Clinical Trainee Onboarding

In collaboration with the Office of Graduate Medical Education, manage and implement the new hire Smartsheet and Trainee Renewal Portal for incoming and continuing clinical trainees. As a subject matter expert on visa processing, collaborate with ISSO on the initial and extension of J-1 ECFMG visas, F-1 OPT to H-1B visa amendments, and H-1B visa extensions for our clinical population.

Graduate Student Researcher Onboarding

In collaboration with Central HR and Graduate Program Coordinators/Managers, manage and implement the new hire Smartsheet and Graduate Student Researcher Renewal Portal for incoming and continuing graduate student researchers.

Prepares short and long range planning for administrative services operations and improvements to processes.

Academic Advancements

Plans, manages, and implements departmental academic advancement processes and systems for faculty, ensuring timely and appropriate completion of advancement processes. Partner with the Chair's Office and Finance unit to facilitate the renewal process, which includes executing all steps (i.e., presenting appointment/renewal training to the Finance and Admin teams, participating in the review process with the Chair and CAO to review recommendations for each faculty by the Advancement Committee and Vice Chairs, securing exceptional approval from the Dean's Office), related to the renewal, merit and promotion actions that are effective at the start of the next FY. Participates as a member of the Advancement Committee. Responsible for entering renewal/merit/promotion information in APRP (renewal portal) to ensure faculty's appointments do not lapse and they are provided a salary increase. Submits exceptional transactions via Oracle HCM if they cannot be processed in APRP. Manage Faculty Assessment yearly cycle.

Non-Faculty Academic Advancements

Plans, manages, and implements departmental academic advancement processes and systems for non-faculty academics, ensuring timely and appropriate completion of advancement processes. Monitor the appointment timeline of Postdoctoral Scholars to ensure appointments do not exceed five years unless there is approval for an exceptional sixth-year exception. This may require an amendment of the current J-1 visa to an H-1B visa.

Staff Advancements

Using advanced skills and knowledge of UC systemwide and/or organization HR policies, advise employees and supervisors of the process for staff reclassification and exceptional equity increases, including staff stipends. Manage performance evaluation yearly cycle. Work with Labor & Employee relations and provide guidance to the department regarding performance management, personnel disciplinary actions, grievances, layoffs, and other concerns, and staffing special reviews/investigations as needed.

Performs administrative operations activities as predominant focus of position, with accountability for operational and budget processes, staff FTE, finance, human resources and space planning.

Implements and/or supervises the processing of all personnel transactions.

Academic Separations

Plans, manages, and implements departmental academic processes, ensuring timely and accurate completion of separations. Assist with the transition of faculty member's appointments should they maintain a salary affiliation (recall appointment) or decide to go the VCP route. Collaborate with Central HR to process access extension if appropriate.

Non-Faculty Academics, Residents/Clinical fellows, Graduate Student Researchers, and Staff Separations

Plans, manages, and implements departmental academic processes, ensuring timely and accurate completion of separations. Collaborate with PI/Supervisors and Central HR to process access extension if appropriate.

Applies advanced concepts to perform analysis to determine future resource allocations on projects.

Analyzes and applies system-wide and campus policies and procedures which govern academics, non-faculty academics, postdocs, and staff, including the APM, collective bargaining agreements as well as staff policies and guidelines.

Provides advice on complex staff and academic personnel matters to

CAO, and leadership, and recommends strategies for addressing sensitive situations involving academic appointees and/or requesting exceptions to policy. Analyzes academic personnel problems, gathers background information, and recommends solutions to leadership regarding unusual situations that affect the faculty. Identifies and utilizes precedent-setting situations to recommend new organizational procedures and practices.

Reporting

Collaborates with Central HR and the CAO to respond to requests for campus-related data and information, compiling, analyzing, and preparing such information as needed. May be assigned special projects, policy research and creation, and process/systems development and evaluation.

UC Path and Oracle HCM

Collaborate with the Finance Manager to utilize UC Path payroll system to enter funding for urology population including new hires, clinical trainees, graduate students, and changes concerning postdoctoral scholar job codes. Collaborate with Education Program Director to create annual funding spreadsheets from the rotation schedule for interns, residents, and fellows and enter funding into UC Path. Utilize Oracle HCM for Mass Hire transactions of clinical trainees and GSR populations via New Hire Smartsheet. Utilize Renewal Portals for Trainees and GSR. Enter transaction payments required for clinical trainee population (moonlighting and parking) in Oracle HCM. Enter transaction payments for faculty (quarterly bonus, call coverage, second opinion, IAP, consulting, and FRAP payments).

Administration of Leaves of Absence

Consult employees on leave management in collaboration with their supervisors, and with Central HR for faculty. Apprise the CAO if there are unintended labor issues resulting from a leave of absence.

Represents the department on business issues to the institution community and serves on committees.

Participate in department and university-wide committees (such as onboarding and offboarding of providers) to provide recommendations and enhance user experience. Consult on department initiatives related to faculty matters (i.e., New Surgeon Onboarding Committee Workgroup) by evaluating the tool, providing recommendations, and assisting with overall maintenance/updating of the resource. Serve as the department's internal subject matter resource on institutional SOM policies and procedures pertaining to academic and faculty affairs in collaboration with Central HR. Maintain internal resources to ensure the most current information is pushed to leadership and faculty members.