Academic Personnel Services and Labor Relations Manager

Academic Personnel Services

Job #546227

Close Date: Tuesday, April 29, 2025

(Internal Only)

 

At Cal Poly Humboldt, bold hearts and open minds shape the future.

Founded in 1913, Cal Poly Humboldt began as a small college for teachers. Today Humboldt has grown into a comprehensive university with rigorous science and liberal arts programs. Designated a polytechnic in 2022, Cal Poly Humboldt provides hands-on, impactful educational opportunities that lead to meaningful, measurable outcomes for the individual, for the state, and the world.

Cal Poly Humboldt is proud to have more than 6,000 students of all backgrounds spread across 61 majors, 13 graduate programs, and 4 credential programs — all of whom contribute passion and creativity within their fields and set the stage for a future grounded in equity and sustainability. Hands-on learning, inspired teaching, ground-breaking research, and thought-provoking creative activity happen daily at Humboldt.

Finding a better future is a task for the bold and open, the down-to-earth and visionary. Cal Poly Humboldt strives to cultivate these qualities in leaders, innovators, and scholars in every field.

 

(Job #546227) Administrator II, Academic Personnel and Labor Relations Manager, Salary Range: $5,053 - $16,221; Hiring Range: $8,000 - $9,200. This is a full-time, benefited, exempt, 12-month pay plan in Academic Personnel Services. This position is an Administrator II in the California State University Management Personnel Plan (MPP). Under this plan, incumbents are subject to normal management reviews and serve at the pleasure of the University President. Additional information can be found at: http://www.calstate.edu/HRAdm/policies/mpp.shtml. This position comes with a premium benefits package that includes outstanding vacation, medical, dental, and vision plans, life insurance, voluntary pre-tax health and dependent care reimbursement accounts, a fee waiver education program, membership in the California Public Employees Retirement System (PERS), and 14 paid holidays per year. Additional benefits information can be found at https://hraps.humboldt.edu/employee-benefits. Please note that this is an internal recruitment open only to active, stateside, Cal Poly Humboldt Employees.

 

Position Summary:

Under the general direction of the Associate Vice President for Faculty Affairs, the Academic Personnel Services (APS) and Labor Relations (LR) Manager is responsible for the development and coordination of faculty personnel processes and procedures required to implement the faculty Collective Bargaining Agreement. The APS & LR Manager supports the Associate Vice President for Faculty Affairs in the area of faculty labor relations and provides assistance to the Provost and Vice President of Academic Affairs as required. The APS & LR Manager serves as the functional lead for the services associated with Academic Personnel, sets priorities for work to be completed in APS, provides training, and serves as the lead for software implementation and process improvements related to academic personnel practices.

The APS & LR Manager is also responsible for overseeing all aspects of faculty data management, including data retrieval, testing and verifying data, and developing written, graphic and/or verbal report presentations. The APS & LR Manager supports other units throughout the university responsible for reporting to the Chancellor's Office and other parties when such reports have an academic personnel component. The APS & LR Manager gathers data or other information to support and/or perform investigation of grievances, complaints, and disciplinary action and supports the university’s bargaining position.

 

Key Responsibilities:

Management of Academic Personnel Services

• Serves as lead for services associated with Academic Personnel, including oversight of APS involvement in securing international faculty visas and supporting the permanent residency process for international tenure-line hires.
• Determines the workload distribution and sets priorities for staff responsible for academic personnel to ensure administrative and reporting functions are carried out in a timely manner.
• Develops and revises the workflow calendar for APS processes and reporting, establishing campus and internal office deadlines for faculty personnel processes.
• Leads business process improvement efforts for APS.
• Provides guidance and oversight to staff in implementation of academic personnel policies and procedures, and in managing and tracking employee data.
• Serves as resource and liaison on faculty personnel issues to campus staff, faculty and administrators, such as: College/Library Deans, Counseling and Psychological Services Director, Athletic Director, Department Chairs, faculty, University and OAA Budget Directors, and their staff, and to the Human Resources Benefits Administrator and the Payroll Officer.
• Serves as supervisor for APS staff.
• Oversight for ongoing faculty and staff education around requirements for recruiting J-1 and H-1B visa holding faculty.
• Trains campus personnel, developing and revising informational and instructional materials as needed. Provides "best practices" solutions.

 

CBA, Policy Implementation, & Labor Relations

• Supervises faculty personnel processes, developing policies and procedures consistent with the Unit 3 Faculty Collective Bargaining Agreement, related to the appointment, evaluation, retirement, resignation, benefit and leave programs for faculty unit employees.
• Researches and resolves faculty status and eligibility questions, consistent with the faculty collective bargaining agreement, Chancellor's Office instructions and university policies.
• Reviews and implements policies consistent with technical letters and collective bargaining agreements.
• Makes recommendations for policy implementation and updates to existing university policies and procedures.
• Responds to inquiries from other campus offices and individual faculty members regarding eligibility, status and contractual requirements.
• Coordinates responses to public records act requests, information requests, and external or internal audits of faculty data or processes/policies.
• Implements faculty salary programs and settlement agreements, coordinating with the Payroll Officer on eligibility, payout and notification to faculty. Researches and resolves discrepancies.
• Performs research, investigation, and makes recommendations regarding campus implementation of the Unit 3 Faculty Collective Bargaining Agreement.
• Attends systemwide labor relations and joint labor management committee meetings.
• Provides support for Unit 11 Academic Student Employee Collective Bargaining Agreement implementation, as needed.

 

Faculty Data Retrieval and Management

• Coordinates academic personnel reporting efforts, including overseeing APS-HR staff data gathering/editing.
• Develops ad hoc and recurring faculty reports using a variety of sources as appropriate.
• Works with campus or CSU experts, as needed, to develop reports and respond to inquiries, and to identify and meet reporting needs.
• Develops statistics and reports of faculty trend and demographic data for administrative planning and assessment purposes.
• Provides data for publication of reports, and responses to institutional surveys and information requests from other campus personnel.
• Generates data on faculty status to verify compliance with the faculty Collective Bargaining Agreement.
• Develops data for the investigation of complaints and grievances, and in support of management's bargaining position.

 

Functional Lead: Common Management System (PeopleSoft)

• Academic Personnel lead for implementation and upgrade of the PeopleSoft Common Management System (CMS) and Common Human Resources System (CHRS).
• Participates in campus and CSU system-wide collaborative teleconference calls and meetings for academic personnel, human resources, CMS upgrades and fixes, and other topics as needed.
• Coordinates efforts to ensure that that all faculty data on appointments, promotions, range elevations, leaves, retirements, and separations are entered into the system of record and that these transactions comply with collective bargaining requirements and campus practices.
• Oversees data entry, audits for errors, and reconciles discrepancies in academic personnel data. Works with APS staff to develop standardized data entry practices. Works with campus staff to develop audit reports and data coding revisions as needed.

 

Knowledge, Skills, and Abilities Associated with this Position Include:

• Ability to communicate effectively, both orally and in writing.
• Thorough knowledge of the operation of database systems, auditing practices, testing and verifying data accuracy, and downloading data into a user-friendly format.
• Ability to effectively use word-processing, spreadsheet, database and presentation software applications for the interpretation and presentation of data.
• Ability to take initiative and independently plan, organize, coordinate, and perform complex analysis and data reporting work in situations with numerous and diverse demands.
• Ability to establish and maintain cooperative working relationships with campus and system personnel at all organization levels, and with external agencies.
• Ability to develop training materials and to train others on new skills and procedures.
• Ability to maintain confidentiality and to exercise discretion and appropriate judgment in handling sensitive material and in responding to inquiries.
• Expertise in investigating and analyzing problems with a broad administrative impact.
• Ability to research policies and practices, review data and recommend actions in situations where precedent guidelines do not exist.
• Ability to anticipate problems and address them proactively.
• Ability to evaluate requests for data, to communicate options, and to assess best data source and report format that most effectively meets the needs of the end user.
• Ability to design effective and clear data-gathering instruments.
• Ability to effectively interpret, organize and present complex concepts, data, statistics and information in written, verbal, or graphical presentation form.
• Ability to coordinate work processes on a broad organizational basis and within the APS work group.

 

Minimum Qualifications:

• Graduation from a four-year college or university, or the equivalent with a combination of experience and training that provides the necessary foundation of skills and knowledge to perform required duties.

• Five year progressively responsible experience in a position requiring complex analytical and problem-solving skills.

 

Preferred Qualifications:

• Knowledge of system and campus policies and procedures related to faculty personnel issues administered by Academic Personnel Services, including Chancellor's Office Executive Orders and Memoranda, Human Resources, Salary Administration, and Benefits Technical Letters, Collective Bargaining Agreement for faculty, Cal Poly Humboldt Executive and Administrative Memoranda, and the Faculty Handbook and appendices.

• Thorough knowledge of policies, procedures and outside regulations pertaining to faculty data reporting.

• Ability to analyze and determine types of supporting data and documentation required for the investigation of collective bargaining compliance issues, and to develop compliance auditing processes.

• Ability to work with existing and new data warehouse programs for data gathering and reporting.

• Thorough understanding of the collective bargaining environment in higher education, specifically in relation to academic employees. 

 

Application Procedure: To apply, qualified candidates must electronically submit the following materials by clicking the Apply Now button:

• Letter of Interest
• Resume or Curriculum Vitae
• Contact information for at least three professional references

Application Deadline: The deadline to submit application materials is 11:55 p.m. on Tuesday, April 29, 2025.

Any inquiries about this recruitment can be directed to careers@humboldt.edu or Cal Poly Humboldt’s Human Resources Office at (707) 826-3626.

We acknowledge that Cal Poly Humboldt is located on the unceded lands of the Wiyot people, where they have resided from time immemorial. We encourage all to gain a deeper understanding of their history and thriving culture. As an expression of our gratitude we are genuinely committed to developing trusting, reciprocal, and long lasting partnerships with the Wiyot people as well as all of our neighboring tribes. Cal Poly Humboldt was the first campus in the California State University system to offer a stand-alone major in Native American Studies.

Cal Poly Humboldt is committed to enriching its educational environment and its culture through the diversity of its staff, faculty, and administration. Persons with interest and experience in helping organizations set and achieve goals relative to diversity and inclusion are especially encouraged to apply.

Working in the state of California is a condition of employment for this position. Even if part or all of an employee's assignment can be performed remotely, the employee must maintain a permanent residence in the state of California. The employee must be able to accept on-campus work assignment, as assigned, and come to campus when needed. This position is telecommute eligible; work on-site as scheduled or as requested and telecommute as scheduled.

CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measure established by each campus. The systemwide policy can be found at CSU Vaccination Policy and any questions you have may be submitted to hr@humboldt.edu.

Cal Poly Humboldt hires only individuals lawfully authorized to work in the United States. This position may be considered a “Campus Security Authority”, pursuant to the Clery Act, and is required to comply with the requirements set forth in CSU Executive Order 1107 a condition of employment.

CAL POLY HUMBOLDT IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS (e.g. H1-B VISAS)

Evidence of required degree(s), certification(s), or license(s) is required prior to the appointment date. Satisfactory completion of a background check (including a criminal records check, employment verification, and education verification) is required for employment. Cal Poly Humboldt will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or if it is discovered that the candidate knowingly withheld or falsified information.  Certain positions may also require a credit check, motor vehicle report, and/or fingerprinting through Live Scan service. Failure to satisfactorily complete or adverse findings from a background check may affect the employment status of candidates or continued employment of current CSU employees who are being considered for the position.

All university programs and activities are open and available to all regardless of race, sex, color, ethnicity or national origin. Consistent with California law and federal civil rights laws, the Cal Poly Humboldt provides equal opportunity in education and employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every student and employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Humboldt complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.  Cal Poly Humboldt is a diverse community of individuals who represent many perspectives, beliefs and identities, committed to fostering an inclusive, respectful, and intellectually vibrant environment. We cultivate a culture of open dialogue, mutual respect, and belonging to support educational excellence and student success. Through academic programs, student organizations and activities, faculty initiatives, and community partnerships, we encourage meaningful engagement with diverse perspectives. As a higher education institution, we are dedicated to advancing knowledge and empowering individuals to reach their full potential by prioritizing inclusive curriculum development, faculty and staff training, student mentorship, and comprehensive support programs. At Cal Poly Humboldt, excellence is built on merit, talent, diversity, accessibility, and equal opportunity for all.

 

Mandated Reporting: This position may be considered a “mandated reporter” under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

Additionally, all CSU staff and faculty receive training annually on their obligations in responding to and reporting incidents of sexual harassment and sexual violence. You will be notified by email when you are required to take this mandated training.

Class Code: 3312
Publication Date: 4/15/2025