Job Opening: Senior Administrative Analyst


Title CodeGradeMinimum25th PercentileMidpoint75th PercentileMaximum

Job Summary

Under minimal supervision, reviews and analyzes a wide variety of academic personnel appointment and advancement files, ensuring policy/procedure compliance.  Manages academic personnel review cycle for assigned departments.  Advises faculty, departmental administrators and departmental managers on issues involving academic rank and series concepts, leaves of absence/sabbaticals, benefits, retirement, multiple Health Sciences compensation plans, salary, and employee labor relations.

Job Description

First Essential Function

Percent of Time: 45%

Academic Personnel Policies and Procedures

  • Performs complex policy analysis, integrating knowledge of historical purpose of the policy and potential changes to it when interpreting policy for units. This requires an in-depth knowledge and understanding of the Academic Personnel Manual (APM), Memoranda of Understanding, and related policy statements which supplement the APM and local Academic Personnel Procedures (APP).
  • Provides direct consultation regarding academic personnel issues to departmental staff, deans, chairs, and other campus administrators as well as to academic appointees. Defines problems, elicits specific needs and anticipates general and/or long-range needs. Researches practices on the UCI campus and/or other UC campuses to bring historical perspective to current issues. Recommends alternative actions as needed.
  • Provides consultation to departmental staff, deans, and chairs and regarding procedures for proposed academic personnel actions. Recommends changes to procedures as necessary to meet the changing needs of the campus.
  • Creates resources, tools, and presentations to facilitate both internal and campus wide training sessions.
  • Analyzes current policies and procedures and assists in implementing and revising forms, Academic Personnel website, and communicating the information to campus personnel officers, deans, and chairs.

Second Essential Function

Percent of Time: 35%

Academic Personnel Review Cycle

  • Coordinates annual academic review cycle by soliciting proposed actions, reviewing proposals to ensure that they are consistent with University policy regarding time at rank and step, and monitoring the proposed actions to guarantee that each faculty member is reviewed on schedule.
  • Serves as liaison for the levels of review, including the Council on Academic Personnel, ad hoc review committees, the appointee’s school and home department, the Vice Provost, the Provost and Executive Vice Chancellor, and the Chancellor.
  • Drafts responses to units for the Vice Provost when proposed actions are tentatively denied. Advises appropriate Dean’s Office of contrary recommendations for personnel actions and solicit comments/arguments in response to the tentative decision. Monitors response from units to ensure issues have been addressed and that review continues in a timely manner.
  • Reviews appointment files of academics for compliance with affirmative action, university policy, and appropriate standards prior to review by the Vice Provost. Analyze special issues, problems; make recommendations for resolution of problems to the Vice Provost.
  • Keeps informed of collective bargaining issues for academic units. Provide advice to academic units about procedures for those in bargaining units in accordance with MOUs.

Third Essential Function

Percent of Time: 10%

Salary Administration

  • Ensures that individual academic salaries are in compliance with University and campus policies, including limits on off-scale salaries and limits on additional
  • Calculates and ensures the accuracy of range adjusted non-standard salaries (off-scale, Above Scale, and academic administrator salaries).
  • Post-audits payroll/personnel documents for

Fourth Essential Function

Percent of Time: 10%

Campuswide Activities

  • Prepares communications for issuance campuswide or to major units.
  • Works with cross-functional teams to solve problems and implement new processes campuswide or in large units.
  • As needed, conducts and completes a variety of special projects concerned with personnel services. Scope and variety may have department, campuswide, and systemwide impact

Skills, Knowledge and Abilities


B.A./B.S. or equivalent experience.  Experience reviewing and interpreting University and campus Academic Personnel policies. Experience and working within the academic and administrative structure of institutions of higher education.

Analytical skills sufficient to interpret and apply University and campus policies; define problems; formulate logical conclusions, recognize alternatives.

Strong facilitation and collaboration skills. Communication and interpersonal skills sufficient to work effectively with University-wide and campus-wide Administrators, Deans, Department Chairs, faculty and staff.  Skill to exercise discretion in confidential personnel matters and to protect the confidentiality of reviews. Ability to exercise tact and diplomacy in dealing with others so as to secure necessary information and cooperation from a variety of people and enable the incumbent to conduct effective negotiations, resolve disagreements and conflicts.

Writing skills sufficient to compose correspondence for the Chancellor, Provost and Executive Vice Chancellor, Vice Provost, and Deans.

Mathematical skills sufficient to calculate or evaluate non-standard salaries and types of compensation.

Strong research skills.

Sound strategic-thinking, problem solving, analytical, and consulting skills.

Strong program and project management skills, including ability to focus on projects independently and managing multiple projects at once.


Demonstrated knowledge of the University’s academic personnel program and related policies and procedures. Substantial experience working in a higher education environment.  Knowledge of UCI and UCOP governance, instructional and research programs.  Understanding of campus organizational structures, departments and units, and communication channels.  Knowledge of State, Federal and UC guidelines, rules and regulations concerning general academic employment and personnel issues.  Ability to use Word, Excel and Outlook computer programs.  Knowledge and experience with the UC Payroll Personnel System. Knowledge, understanding, and proficiency in the management of the Health Sciences Compensation Plan, policies, and compensation structure.

Knowledge of records management and filing systems. Knowledge of computerized systems and methods of retrieving data; skill to design and execute reports from data.

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