Undergraduate Advisor

STDT ACAD ADVISOR 2 (004544)

UCPath Position ID: 40090885

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

602329

Approved Date:

12/1/2025 2:24:44 PM

Date Last Edited:

12/1/2025 2:24:37 PM

Last Action Effective Date:

8/23/2023

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:

40090885

Position Description ID

164764

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 general supervision of the Undergraduate Advising Supervisor, serve as a member of the academic advising team, managing all intake counseling and providing individual counseling appointments for a large undergraduate student population. Manage special undergraduate student programs such as peer advising services, student surveys and assessment and departmental scholarships and awards. Review and approve major change and course substitution petitions. Manage enrollment problems in undergraduate courses and assist with updating all handouts in regards to major and minor requirements. Update articulation agreements and ensure information accuracy. Coordinate all grade reports and grade changes for faculty. Supervise five to six work-study students and CAMs. Assist in the coordination of Departmental events such as the annual Psychology Undergraduate Research Conference and Departmental Graduations. Work on special projects as assigned.

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 5000 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.

Management and Supervision of Student Intake Counseling

A1. Manage all incoming inquiries at the front intake desk:

- field questions and direct all visitors to appropriate departmental and campus offices;

- screen phone calls and visitors and address the nature of their problems;

- answer all questions regarding academic counseling and campus resources.

A2.  Responsible for opening and closing the office.

A3. Schedule and monitor coverage of intake desk by all  Undergraduate Advising Office staff.

A4. Provide general information regarding the three Psychology Department degree programs (i.e., Psychology, Cognitive Science, and Psychobiology); refer students to information on research and fieldwork positions.(E) 

A5. Convey general information about the following:

- how to declare one of the Psychology Department majors, minor or specialization;

- enrollment procedures for special courses (psych 100B, core, and lab courses);

- department and university awards and scholarships; - departmental student organizations (i.e., eligibility requirements to participate in Psi Chi)

- monitor all resource materials available at the front desk;

- course equivalencies from other colleges and universities; 

- departmental petitions.

A6. Assist faculty and graduate students with research and course administration functions by providing guidelines about research and fieldwork postings, grade change forms, removal of incomplete forms, and the recommended grade distribution.

A7. Recruit, hire, train, evaluate and supervise work-study employees; assign  work on a daily basis; monitor and evaluate the  productivity of the student employees and reassign Advising Office student assistants to the Graduate Affairs area as appropriate; prepare quarterly work  schedule (administrative/front desk).

A8. Supervise work-study employees and CAMs working at front desk.

A9. Arrange for a staff member to serve as a staff support person for the work-study student when out of the  office.

A10. Oversee MyUCLA Message Center Account; ensure that all messages are answered in an appropriate and timely manner.

40%

Student Advising

B1. Confer with students individually and in groups for program planning, eligibility to enter the Psychology Department, and determining status within the department.

B2. Participate as part of an advising team in the academic progress review of students in the Departmental pre-majors and majors (Psychology, Psychobiology, Cognitive Science) and assess the students' ability to successfully complete the undergraduate program. 

B3.  Confer with students to clarify their values, life goals, career choices, and plans. Make referrals to appropriate resource areas.

B4.  Confer with students to aid them in preparing for, selecting and applying to graduate programs. Inform students of the licensing requirements for the helping professions.

B5.  Certify completion of requirements for all degree candidates of all three majors of the Psychology Undergraduate program.

B6.  Explain rules of the Psychology Department Minor (Applied Developmental Psychology) and the Specialization in Computing. Review students' progress and advise students on the process for being accepted into the appropriate minor. 

B7.   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. 

B8.  Participate in the departmental new students' orientation sessions throughout the summer.

B9.  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. 

B10. Evaluate and recommend action on student petitions to enter the three departmental pre-majors and 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.

B11. Evaluate, explain, and print students' Degree Progress Reports/Degree Audit Reports.

B12. Confer with Undergraduate Advising Supervisor regarding Advising Office practices and contribute recommendations on ways to meet student counseling demands.

B13. 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.)  

B14. Inform students of the availability of scholarships,  special awards (in the department and campus-wide), internships, research and career related activities.

40%

Administrative Duties

C1. Process all forms, including grade changes, removal of incompletes, and college petitions.

C2. Process automated petitions, major petitions, and  perform degree checks.

C3. Assist faculty with questions regarding online grade roster submission every quarter. Inform faculty of grading policies and procedures.

C4. Serve as staff support for the MyUCLA Electronic Gradebook. Act as liaison between faculty, staff, and the Registrar's office when problems arise.

C5. Provide administrative support to the graduate affairs advisors during peak workload periods.    

C6. Initiate routine correspondence when necessary. Design program and events flyers and advertisements

C7. Assist in the assembly and organization of various departmental statistics.

C8. Create and update degree requirement information, workshop announcements, counseling sheets, etc. Update and edit information in all departmental handouts.

C9. Assist in planning and organizing various departmental events and workshops, such as Psychology Undergraduate Research Conference (PURC), Bruin Day, and Commencement Ceremonies.

C10. Submit facility service requests to the Main Office Manager.

C11. Manage front desk computer. 

C12. Assist in the creation and maintenance of database projects.

C13. Keep abreast of technology trends to improve advising services. Decide on the best computer programs/applications for projects and implement them.

10%

Scholarship and Award Programs

F1. Update and revise scholarship information on the Psychology Department website.

F2. Advertise and coordinate application process for the Whitcome Summer Research Fellowship.

F3. Inform the winners of the Whitcome Summer Research Fellowship and coordinate the disbursement of their monetary awards.

5%

Class Enrollment

G1. Confer with Scheduling Coordinator to assist students with enrollment problems and provide alternatives.

G2. Work with students and counselors from other departments and colleges regarding enrollment issues in  Psychology Department courses.

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

in related area and/or equivalent experience/training.

Required

Knowledge of University, College, and Departmental rules, policies, procedures, and regulations.

Preferred

Strong interpersonal skills for effective interaction with students, staff, and faculty.

Required

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

Required

Skill in answering a multi-line telephone in a timely and friendly manner.

Required

Skill in developing procedures to quickly and accurately assess individual student needs while assisting a large number of undergraduate students.

Required

Ability to work independently and organize the workload.

Ability to work with constant interruptions and to remain friendly and helpful.

Required

Skill in setting priorities which reflect importance of job responsibilities.

Required

Grammar and punctuation skills sufficient to compose correspondence.

Required

Working knowledge of generally accepted counseling methods and intake techniques.

Preferred

Skill in supervising a group of individuals.

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

Required

Knowledge of general research guidelines.

Preferred

Ability to interpret and implement policies as they relate to scholarship and award programs.

Preferred

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

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

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

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

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

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.