Undergraduate Advisor

STDT ACAD ADVISOR 2 (004544)

UCPath Position ID: 40080008

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

500222

Approved Date:

10/21/2025 4:15:38 PM

Date Last Edited:

10/21/2025 4:15:32 PM

Last Action Effective Date:

11/13/2023

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE

Division Code:

1330D

Division:

L&S LIFE SCIENCES

Department:

087500 - PSYCHOLOGY

Position Details

UCPath Position Number:

40080008

Position Description ID

164587

UC Payroll Title:

STDT ACAD ADVISOR 2 (004544)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 18

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:

40053409

Reports to Payroll Title:

STDT SVC SUPV 2

UCPath Department Head Position Number:

40046100

Department Head Payroll Title:

ADMIN MGR 2

GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines.

POSITION SUMMARY

Under the guidance of the Undergraduate Advising Supervisor, serve as an Undergraduate Advisor in the Department of Psychology. As part of an advising team, help counsel nearly 5,000 undergraduate students by assisting them in transferring credits, determining degree requirements, planning their academic programs, and understanding University policy and procedures regarding the three undergraduate majors, one minor, and one specialization; direct, coordinate, and participate in orientation and departmental student workshops; work collaboratively with the Vice Chair for Undergraduate Programs, the Undergraduate Advising Supervisor, and the Director of Student and Instructional Services to develop, implement, and maintain the Undergraduate Advising Office's website, DAR system and Google Groups e-mail list; coordinate the Departmental Honors Program; coordinate the Psychology Undergraduate Research Conference (PURC) and assist with other departmental events. Work as part of a team to develop new research and training opportunities for undergraduate students; integrate models sensitive to the diversity of the student population.

The UCLA Department of Psychology is an exceptional department known for its excellence in research, teaching, and service. With a distinguished faculty comprising more than 60 ladder rank members, it is one of the nation's top psychology departments. Its undergraduate program is the largest within the Division of Life Sciences and the UCLA College, with nearly 5,000 undergraduate students enrolled across three majors: Psychology, Psychobiology, and Cognitive Science. The department also offers a comprehensive Ph.D. program with eight areas of study to approximately 200 enrolled graduate students.

STUDENT COUNSELING

A.1 Confer with students individually and in groups for program planning, eligibility to enter the Psychology Department, determining status within this department.(E) 

A.2 Participate as part of counseling team in the academic progress review of each student in the pre-major and three departmental majors (Psychology,  Psychobiology, and Cognitive Science) and assess the students' ability to successfully complete the undergraduate program. As necessary, send out notices to those students having difficulty in completing the major requirements, stating the particular problem and recommending they see an advisor. Review the files of students with specific academic problems quarterly and recommend appropriate action to Undergraduate Advising Supervisor.(E)

A.3 Confer with students to clarify their values, life goals, career choices, and plans. Make referrals to appropriate resource areas.(E) 

A.4 Confer with students to aid them in preparing for, selecting and applying to graduate programs.(E)  

A.5 Certify completion of requirements for all degree candidates of all three majors of the Psychology Undergraduate program.(E) 

A.6 Explain rules of the two Psychology Department Minors (Applied  Developmental Psychology). Review students' progress and petition students to be accepted into the minor.(E) 

A.7 At the request of the Undergraduate Advising Supervisor, and according to peak workload calendar dates, participate in counter (i.e. Intake Counselor Backup) duty assignments.(E) 

A.8 Refer students to Undergraduate Advising Supervisor and/or Director of Students Services when students bring up special problems, including: faculty conflicts, grievances with regard to classroom practices, grading procedures or any departmental policy and practice issue.(E) 

A.9 Recommend action concerning academic direction for each student, such as  dismissal from departmental programs, redirection to another major in or out of the department, conditional continuation for a specific length of time, continuation in current status, participation in departmental honors and graduation.(E) 

A.10 Evaluate and recommend action on student petitions to enter the pre-major and three department majors, petitions for acceptance of transfer credit and petitions for course substitutions on major requirements. Make decisions on petitions involving pre-major coursework and recommend actions on petitions involving upper-division coursework.(E) 

A.11 Evaluate and explain students Degree Audits Reports.(E) 

A.12 Confer with Undergraduate Advising Supervisor regarding Advising Office practices and contribute recommendations on ways to meet student counseling demands.(E) 

A.13 Provide students with alternatives and/or solutions to academic, personal, and financial problems. Refer students with special needs to the appropriate  University agency or office (e.g., College of Letters & Science, Center for Accessible Education, Career Center, Financial Aid, Counseling and Psychological Services, Ombud's Office, etc.)(E) 

A.14 Review the files of students with specific academic problems and take recommended appropriate actions.(E) 

A.15 Compose letters of recommendation for students as requested for financial aid, entrance to graduate school or for scholarship awards.(E) 

A.16 Inform students of the availability of scholarships, special awards (in the department and campus-wide), internships, research and career related activities.(E)

25%

STUDENT PROGRAM DEVELOPMENT & ALTERNATIVE COUNSELING

B.1 Direct, coordinate and participate in departmental workshops (e.g., student orientation, graduate school workshops); continuously investigate and develop new approaches to improve undergraduate affairs counseling services in these areas.(E) 

B.2 Oversee the departmental new students' orientation sessions annually and throughout the year. Preparation involves interfacing with the UCLA New Student and Transition Programs, assigning appointments online at the Orientation Staff's direction, preparing paper materials and agendas, creating an assignment schedule in cooperation with the Undergraduate Advising Supervisor, preparing presentation materials, reserving equipment and rooms, delegating orientation-related assignments to Psychology Staff (such as DAR substitution and exemption assignments), providing any necessary training to Psychology Staff and New Student Advisors (NSAs), and troubleshooting additional session issues. Sessions include the initiation of advisory degree worksheets, interpreting Degree Audit Reports, and conducting presentations about the Department, its policies and procedures. Responsibilities also include designing and creating new communication efforts for properly accommodating new students.(E)  

B.3 Work collaboratively with the Vice Chair of Undergraduate Programs, the Director of Student Services, the College of Letters & Science, and the Registrar's Office to develop, implement, and maintain goals regarding the Psychology Undergraduate Advising sections of the Department website. Assist with organizing the structure of the pages so they are student friendly" and easy to navigate. Create effective text and headlines and update section photos. Update and correct major and minor requirements and policies. Create new tools for communicating with undergraduates (e.g., online counseling).(E) 

B.4 Edit, revise, and create notices sent out on the  Departmental undergraduate student Google Group. Create effective regular messages for recurring issues. Consolidate announcements that are less frequent. Manage the mailing list and coordinate the addition of student e-mail addresses from New Student Orientation to be added after each session.(E)

20%

UNDERGRADUATE RESEARCH CONFERENCE

C.1 Administer general planning including strategic planning, event agenda/schedule planning, budget management, hiring and managing the graduate assistant, and conferring with PURC faculty advisor regarding decisions for the upcoming and previous years.(E)  

C.2 Recruit potential applicants at UCLA, other Southern California campuses, and national research schools; publicize the event and application deadline to faculty, graduate students, and students through fliers e-mail and social media; create and maintain the PURC website and Facebook page.(E) 

C.3 Create application forms; process submitted applications including organizing data, collecting and processing payments and preparing the information and abstracts for the Graduate Student Assistant.(E) 

C.4 Communicate acceptance and denials to the applicants; communicate assignments to participants; collect the Intent-to-Present forms.(E) 

C.5 Publicize the event to non-participants including creating a theme/branding design, creating signs, sending e-mail, and posting on social media.(E)   

C.6 Prepare the proceedings including incorporating the theme, creating the cover design, and editing the contents.(E) 

C7. Re-design and maintain the website once the application deadline has passed.(E)

C.8 Prepare mailing materials including the assignment letter, instructions, and campus info.(E)

C.9 Manage the campus publicity, on calendars, on websites and social media, and by sending faculty and VIP invitations.(E)

C.10 Host the event; introduce the PURC Faculty Advisor during the opening ceremony; attend various presentations; communicate with all guests; field questions from volunteer staff and participants; troubleshoot miscellaneous problems.(E) 

C.11 Delegate the aforementioned tasks to assisting staff members and the Graduate Student Assistant when appropriate.(E) 

C.12 Collect, review, and evaluate participant evaluations.(E) 

C.13 Meet with the PURC Faculty Advisor, the Director of Student Services, the Undergraduate Advising Supervisor, and the Graduate Student Assistant after the review the success of the event and make suggestions for the following year.(E)

20%

DEPARTMENTAL HONORS PROGRAM COORDINATOR

D.1 Plan and participate in activities to recruit, select, and place students in the Psychology Departmental Honors Program (ie: annual Information Session with the Faculty Advisor).(E)  

D.2 Coordinate department efforts to identify top students with the potential for successful entry into graduate school in psychology.(E) 

D.3 Create an online application form for the appropriate application year.(E) 

D.4 Review applications and make recommendations to the Honors Faculty Advisor.(E) 

D.5 Send acceptance and denial letters to the applicants on behalf of the Faculty Advisor; communicate with students about the terms of the acceptance or alternatives when denied.(E) 

D.6 Provide assistance in long-range planning of undergraduate honors programs; create and maintain records of Departmental Honors efforts and progress.(E) 

D.7 Recruit and confer with faculty mentors to gather feedback on students' progress and program revisions.(E) 

D.8 Handle the preparation and production of all Departmental Honors program materials (e.g., applications, flyers, handouts, correspondence with students and faculty.)(E) 

D.9 Generate reports on program participants and applicants using Microsoft Excel.(E) 

D.10 Access database software program. Modify record-keeping system to suit requests for information from the Director of Student Services and Department Chair.(E) 

D.11 Ensure that Departmental Honors students and faculty sponsors evaluate the program on an annual basis.(E)  

D.12 Based on evaluations, make recommendations for improving the program in subsequent years and implement these changes.(E) 

D.13 Assist students with any questions about grading and units to apply to major requirements. (E)  

D.14 Certify completion of Honors Program requirements. Inform degree auditors of completion of students' Departmental Honors Program and Honors designation.(E)

D.15 Serve as liaison between faculty, staff, students, and College of Letters and Science Honors.(E) 

D.16 Provide specialized counseling assistance to students participating in the Departmental Honors Program.(E)

15%

DATA & RESOURCE MANAGEMENT

E.1 Maintain Department statistics records on a quarterly basis and as requested by the Director of Student Services including 3rd Week Report statistics, admissions statistics, degree statistics, enrollment statistics, major statistics, faculty statistics, and others.(E)  

E.2 Complete special statistics projects as they are assigned by the Director of Student Services and the Undergraduate Advising Supervisor including miscellaneous statistics used by the Department and the Chair's office.(E)

10%

ADMINISTRATION

F.1 Communicate the goals and objectives of the Psychology Department and the University to the campus community, officials of external agencies and to the general public.(E)  

F.2 Collaborate in the preparation of various campus publications revisions and other in house promotional materials or information documents relating to the Psychology Undergraduate program.(E)  

F.3 Update information about the Major Requirements on the website and major requirement sheets.(E) 

F.4 Interface with Student Affairs IT (SAIT) to submit JIRA tickets about the Degree Audit Report system so that psychology courses are appropriately applied to the correct requirements.(E) 

F.5 Process College Honors Course Contracts on a quarterly basis.(E)

10%

•

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

in related area and/or equivalent experience/training

Required

Demonstrated skill in employing fundamental counseling with sensitivity sufficient to assist students in the resolution of problems or establishment of academic goals.

Required

Skill in developing procedures to quickly and accurately assess individual student progress while assisting a large number of students enrolled in departmental programs.

Required

Skill in interacting with persons of various social, cultural, economic and educational backgrounds for the purposes of advising students and working with faculty and staff.

Required

Skill in the interpretation of transcripts and/or coursework (catalogs, syllabi, etc.) from other universities and colleges to accurately advise students of degree applicability.

Skill in working as a part of a team; collaborating with colleagues.

Skill in mediating between contending parties.

Required

Working knowledge of the following University policies and procedures - Undergraduate Admissions - Registrar's Office - College of Letters and Science - Department of Psychology - Career Planning and Placement Center - Academic Resources Coordination

Required

Skill in writing grammatically correct, routine business correspondence, procedures, proposals and reports.

Skill in reading documents written in standard English text.

Required

Ability to work in an environment of constant interruptions and remain friendly and helpful.

Ability to show empathy and a sincere concern about student problems.

Required

Skill in speaking clearly and distinctly using appropriate vocabulary and grammar to obtain and convey information faculty, staff and students.

Required

Skill in supervising a group of individuals, including:

- organizing and prioritizing workflow to accomplish established objectives - making work assignments

- training - evaluate subordinate effectiveness - administering appropriate discipline - motivating colleagues to effective action.

Required

Ability to establish and maintain cooperative working relationships with students, faculty, staff and administration.

Oral communication and public speaking skills.

Required

Ability to assess a spectrum of job needs and personal demands and establish appropriate priorities.

Skill in working independently and following through on with minimal supervision.

Required

Computer skills sufficient to understand the use of database programs, spreadsheet programs, word processing programs, image and form editing programs, web design programs, and e-mail programs. Work with program technicians to create databases, create reports and maintain systems.

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.

CANRA: The position is designated as a mandatory reporter under CANRA. The employee must sign the "Statement Acknowledging Requirement to Report Child Abuse".

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Pritzker 1530

Standing/Walking

X

Sitting

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Other Physical Requirements

If "Physical requirements other" was selected above, please explain (e.g., ability to differentiate color):

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

Complex problem solving/reasoning

X

Ability to organize & prioritize

X

Communication skills

X

Numerical Skills

X

Mental demands other

X

Other Mental Requirements

If "Mental demands other" was selected above, please explain:

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.