Recruitment, Outreach, and Inclusion Officer

ADMISSIONS RECRMT SPEC 2 (004508)

UCPath Position ID: 40876169

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1109801

Approved Date:

10/16/2025 6:44:45 PM

Date Last Edited:

10/16/2025 6:44:16 PM

Last Action Effective Date:

2/6/2024

Organization Details

Business Unit (Location):

LACMP

Organization Code:

8100O

Organization:

GRADUATE EDUCATION ORG

Division Code:

8110D

Division:

DIVISION OF GRADUATE EDUCATION DIV

Department:

530000 - GRADUATE EDUCATION

Position Details

UCPath Position Number:

40876169

Position Description ID

168978

UC Payroll Title:

ADMISSIONS RECRMT SPEC 2 (004508)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 19

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40044562

Reports to Payroll Title:

ADMISSIONS RECRMT SUPV 1

UCPath Department Head Position Number:

40045122

Department Head Payroll Title:

ADMISSIONS RECRMT MGR 1

SUPERVISION - Indicates that the incumbent performs a variety of routine duties within established policies and procedures or by referral to the supervisor’s guidelines.

POSITION SUMMARY

Under the supervision of the Manager of Recruitment, Outreach and Inclusion, the Recruitment, Outreach, and Inclusion Officer will assist the Assistant Dean and Manager in the implementation of activities related to recruitment, outreach, and inclusion. Examples of these efforts include the California State University Sally Casanova Pre-Doctoral Scholars Program, Competitive Edge Program, UC-Historically Black Colleges and Universities Initiative, and UC-Hispanic-Serving Institutions Doctoral Diversity Initiative.

The Recruitment, Outreach, and Inclusion Officer will promote UCLA graduate programs at national and regional recruitment events, fairs, and conferences. The incumbent will support 100+ departments in their recruitment and yield activities while providing quality customer service to all constituencies we serve, including but not limited to prospective students, applicants, departmental staff, faculty, and other stakeholders (internal and external to UCLA).

The position will assist in the planning, design, and implementation of marketing email campaigns and portal content using a Customer Relationship Management system.

The UCLA Division of Graduate Education (DGE) oversees policies for graduate programs, excluding Dentistry, Law, and Medicine, and is comprised of the following units:  Academic and Postdoctoral Services, Fellowships and Financial Services, Diversity, Inclusion and Admissions, and Graduate and Postdoctoral Support.  These units handle recruitment, admissions, financial support, policies and procedures, and student well-being primarily, while other units manage internal operational needs, such as IT, Events, Communications, Human Resources/Budget Administration, and provide Institutional Research to campus and UC constituents.  All units work together to support over 12,000 students across 130 academic programs and to promote successful progress in graduate education. This comprehensive approach ensures academic excellence, student diversity and prepares students to make significant contributions worldwide.

Recruitment

Promote and disseminate information on all UCLA graduate programs through participation in graduate recruitment events and other related activities.

Develop and make formal oral presentations at recruitment events, conferences, and meetings.

Help utilize and update Division of Graduate Education operational systems to track recruitment and outreach efforts.

Work with department faculty and staff to develop and enhance recruitment and outreach initiatives.

Work with Institutional Research and Information Technology to design and to create reports for recruitment, outreach, and inclusion efforts. Coordinate the preparation of surveys and reports based on data from a variety of Division databases.

25%

Inclusion Programming

Lead coordination of the CSU Sally Casanova Pre-Doctoral Scholars Program and serve as a liaison for other summer research programs.

Assist in the implementation of the Competitive Edge Bridge-to-the-Doctorate Program.

Plan group visits in collaboration with departments and student services offices; maintain online RSVP database and surveys, and facilitate training for student tour guides.

Co-manage the Division's Graduate Student Ambassadors Program. This includes recruiting and training student ambassadors and establishing schedules to conduct campus tours, webinars, and other duties.

Plan and host inclusion-related events for departments, students, and feeder organizations.

Create and conduct inclusion-related training for internal and external constituencies.

25%

Outreach

Coordinate and manage campus visits and tours for prospective student groups.

Design, post, and distribute recruitment and outreach-related communications to departments and graduate students (prospective and admitted).

Build and maintain relationships with feeder institutions and pathways programs.

Provide guidance to inquirers on the phone, in writing, and in person regarding outreach and support programs.

Coordinate production of marketing publications and websites regarding outreach and inclusion initiatives. Design and implement communications plan using various delivery methods including email and other marketing tools.

Serve as a committee member within and outside of the Division to foster Division- and campus-wide relationships to promote Division initiatives.

20%

Admissions Counseling

Advise applicants and graduate programs (non-academic and academic staff) regarding University and program regulations and procedures for graduate admission.

Provide information about UCLA graduate programs and admissions-related resources to individuals and groups through phone, email, and in person interactions.

20%

Admissions Evaluation and Review

Utilize the International Application Review Guide and other resources to evaluate academic credentials and analyze admissions recommendations for compliance with academic standards (accredited institution, grade point average, language requirement, etc.)

Input notes on admission decisions and release admit decisions to applicants once evaluation determines that documentation is complete and University baseline standards are met.

Refer exceptions and special cases to the Associate Deans for admissions decisions that require a Dean's Special Action (DSA) or approval.

Facilitate timely and accurate dissemination of information related to admissions.

5%

Special Projects

Manage special projects to promote recruitment, inclusion, and admissions initiatives from inception to implementation, including documentation.

Contribute to the preparation of applications for extramural and intramural funding to support graduate students.

Provide backup support across all unit duties and tasks assigned, including assisting with training.

Perform other tasks as assigned by the Dean, Associate Dean, Assistant Dean or Manager.

5%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Bachelor's Degree

or equivalent education and experience.

Required

Interpersonal skills to interact diplomatically and effectively with prospective students, applicants, admitted students, faculty, staff, and other stakeholders.

Required

Public speaking skills and the ability to make compelling presentations to convey information, both on a one-on-one basis and in a group setting.

Required

Ability to learn, apply, and disseminate a wide range of policy rules, regulations, and procedures (e.g., Guidelines for Graduate Admissions, Academic Senate Manual, and Standards and Procedures).

Required

Ability to effectively present information on a wide range of recruitment and admissions-related subjects in order to train staff to understand and implement policies and procedures.

Required

Skill in working with a high level of detail to establish and maintain written documentation and data files.

Required

Ability to interpret, monitor, and analyze information.

Required

Ability to work productively and organize multiple tasks with conflicting demands and deadlines.

Required

Skill in writing, copy-editing, and proofreading text and correspondence for correct style, grammar, spelling and punctuation.

Required

Skill in setting priorities which accurately reflect the relative importance of job responsibilities.

Required

Skill in analyzing problems or goals to define the objective, identify relevant concerns, and recognize alternatives and their implications.

Required

Knowledge of the operations of recruitment and admissions related work in college or university setting.

Preferred

Ability to use of Microsoft Outlook, Microsoft Access, Microsoft Excel, mainframe systems, and Customer Relationship Management (CRM) systems such as Slate preferred.

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

20%

Domestic travel to recruitment events and meetings

Continued employment contingent upon successful completion of background check.

Required

Ability to travel to recruitment events and work occasional evenings and weekends, when needed”

Required

Required to work at least 6 hours per year at DGE special events.

Required

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Murphy Hall

Standing/Walking

X

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.