Student Advisor

STDT ACAD ADVISOR 3 SV (005141)

UCPath Position ID: 40904966

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1001070

Approved Date:

4/2/2026 3:59:49 PM

Date Last Edited:

4/2/2026 3:59:43 PM

Last Action Effective Date:

3/4/2022

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE

Division Code:

1330D

Division:

L&S LIFE SCIENCES

Department:

302200 - INSTITUTE FOR SOCIETY AND GENETICS

Position Details

UCPath Position Number:

40904966

Position Description ID

165408

UC Payroll Title:

STDT ACAD ADVISOR 3 SV (005141)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

SV: STDT SVS & ADV PROF (SSAP)

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:

40059504

Reports to Payroll Title:

#N/A

UCPath Department Head Position Number:

40857614

Department Head Payroll Title:

#N/A

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

5140

STDT ACAD ADVISOR 2

1

POSITION SUMMARY

Under the general supervision of the Chief Administrative Officer and the Vice Chair of Undergraduate Education, this experienced student advisor will plan, develop, implement and manage student advising and affairs activities, including counseling, curriculum, and academic planning services for the UCLA Institute for Society and Genetics' academic program within the Division of Life Sciences.  Major duties include advising the ~800 HBS majors, pre-majors, and Society and Genetics minors on policy, procedure and degree requirements, and counseling prospective undergraduate students – new freshman and transfers – about the Human Biology and Society majors (B.A. and B.S.), and the Society and Genetics minor.  Direct all related student advisory functions, such as complex student advisory cases, program promotion and summer student orientation, course scheduling, degree auditing, and commencement activities.  Develop and maintain student involvement in extracurricular activities related to the Institute.  Interact with graduate students, postdoctoral fellows, lecturers, Faculty and staff, and inform them about participation in our academic programs, courses and extracurricular activities.   Manage and direct the workflow and job functions of the SAA2 in the department as a lead. Represent the Institute, its programs and interdisciplinary academic mission in divisional or campus-wide advising meetings and student recruiting and/or orientation events.  Assist with coordination of meetings and act as key advisor in discussions of the curriculum committee.  Develop and maintain a program of alumni outreach and other program outreach events. 

This position requires a minimum of three days on campus.

The UCLA Institute for Society and Genetics is a Center for Interdisciplinary Instruction (CII) within the Division of Life Sciences. The department consists of 20+ faculty, 7 operational staff, lecturers, academic apprentices, postdoctoral scholars, national and international researchers, and 6 fully staffed life science laboratories (2 wet labs, and 4 social science labs), and the Human Biology and Society Major (BA and BS) and Society and Genetics Minor program.

STUDENT SERVICES

A1.  Supervise as the lead the SAA position in the department. Establish performance standards and provide training, mentorship, and guidance as needed.

A2. Advise perspective students about eligibility and admission to the minor and major programs.   Review and advise currently enrolled students on degree progress as well as program rules and procedures.

A3.  Manage bi-annual competitive major programs admissions application process, and facilitate review by the Admission Committee. Draft acceptance and non-acceptance notices and notify students of applications decisions. In partnership with the Vice Chair of Undergraduate Education and the CAO, provide recommendations for and facilitate updates to the application process as needed to meet the growing needs of the academic programs and the Institute.

A4.   Maintain student records and files. Monitor academic progress.  Review and approve degree audits.

A5. Manage the student course petition process; review and resolve routine student petitions (including degree requirement replacements, unit max, double majors, etc) and facilitate review and approval of non-routine student petitions by the Vice Chair of Undergraduate Education. 

A6.  Advise students in academic difficulty, and refer students, as needed, to appropriate campus services, centers and programs. Involve relevant parties both within and outside ISG as appropriate and necessary.

A7. Coordinate with the various UCLA College Advising Units to help students match course work to career objectives.

A8.  As the lead advisor, develop and implement initiatives and programs regarding careers and internship opportunities. Refer students, as needed, to appropriate campus services, departments, centers and programs.

A9. Conduct summer orientation sessions through the UCLA Orientation Program for incoming freshmen and transfer students. Send out advance information by mail or email to students planning to attend orientation. Update Degree Audit Reports as information is updated for incoming transfer students prior to orientation, if possible, or prior to the beginning of their incoming quarter.

A10. Communicate with other University departments and student academic advisors about the Institute’s academic programs.  Attend and participate in College SAO meetings, and other meetings as appropriate.

A11. Foster interdepartmental and inter-unit coordination and communication with units including, but not limited to, admissions, career center, Education Abroad Program (EAP), Center for Community Engagement, Alumni Development, and Life Sciences division to establish informative resource index for students.

A12 Inform the Chair and CAO regarding courses that need to be offered so that students may satisfy major requirements.

A13. Collaborate with the Society and Genetics Undergraduate Group, the Genetic Counseling Student Interest Group, and other relevant student groups to maximize student involvement with Institute.

A14.  Manage the planning and implementation in coordination with the SAAII on special student events as needed.  Coordinate with Themed Floors in dormitories, transfer student organizations, incoming freshman organizations, etc.

A15. Update UCLA General Catalogue to assure accuracy of academic program information. 

A16. Manage student emails communication, and respond in a timely manner.

A17. Draft and distribute weekly communications, to appropriate ISG student listservs. Monitor memberships, and ensure prompt release of all messages.

A18.  Plan the annual ISG Commencement Ceremony and annual Fall Welcome Reception. Plan and manage other events such as transfer student welcome events and research showcases. Work in partnership with departmental leadership on planning where appropriate.

A16. Supervise as a lead, train, and mentor the SAAII position. Serve as the back-up for all duties of the SAAII position.

60%

 INSTRUCTIONAL PLANNING & ADMINISTRATION

B1. Working in partnership with the Vice Chair of Undergraduate Education and CAO, produce quarterly and annual teaching plans for ISG courses. Review plans and schedules to ensure that undergraduate student needs are addressed, and ensure that accurate course notes and restrictions are supplied. Coordinate with other departments and academic units as needed.

B2. Coordinate with Faculty Executive Committee and Academic Senate to schedule upcoming ISG curricular items on FEC meeting agenda. In consultation with Vice Chair of Undergraduate Education, prepare curricular or programmatic proposals and other materials for presentations to FEC.

B3. Assume a key advising role in discussions related to the below curriculum-focused responsibilities, and follow-up as needed. Perform duties for curriculum committee meetings, such as prepare meeting and discussion materials, coordinate and record minutes of committee meetings and any votes taken.

B4. Supervise the scheduling of courses and assess if they are meeting enrollment targets and programmatic needs in substance and timing. Coordinate with other departments and academic units as needed.

B5. Manage the advertising and recruitment cycle quarterly of Academic Student Employees in collaboration with the SAA2 and Academic Personnel Coordinator. Review the TA and Reader hiring form and preliminary eligibility of and qualifications of prospective hires.

B6. Promote community internship opportunities for students through collaboration with UCLA Center for Community Learning.

B7. Promote and facilitate undergraduate student research opportunities in collaboration with the Undergraduate Research Center and research labs throughout the department.

B8. Determine the need and arrange for instructional support of faculty, lecturers and academic apprentices, in cooperation with other staff.

B9.  Advise and assist instructors on grading and enrollment processes and procedures.

B10. Collect data and prepare analyses and surveys as needed on ISG’s teaching programs and report on student demographics and enrollment to Institute directors, faculty, and Manager.

B11. Oversee the Advertisement process for academic student employees (Apprentices, Readers) as needed.

B12.  Track changes in UCLA policy that may affect the undergraduate programs, initiating faculty discussion of such changes when necessary and appropriate. Attend faculty meetings that involve discussion of the undergraduate programs.

B13.  Prepare accurate ad hoc reports for the Manager, Chair and Faculty as necessary. Create reports and analysis for proactive program development including enrollment projections and student trends.

B14. Inform the Chair and CAO regarding courses that need to be offered so that students may satisfy major requirements.

B15. Teaching evaluations - review, create, manage the process and coordinate with CAT EIP office

B16. Investigate and implement means of tracking alumni of Institute programs. Maintain regular contact with alums. Propose, plan and implement alumni events in consultation with Manager and Vice Chair of Undergraduate Education.  Coordinate with UCLA Development Office on appropriate regulations and procedures.

B17. Investigate ways of generating additional funds for Institute programs and activities.  Implement as approved by Institute Manager and directors.

25%

OUTREACH and DEVELOPMENT

C1. Investigate ways of generating additional funds for Institute programs and activities.  Implement as approved by Institute Manager and directors.

C2  Collaborate with UCLA Common Collaboration and CANVAS to produce quarterly course websites.

C3. Update Institute’s website regularly with information about major and minor programs, career opportunities, and Student Experience features.

C4.  Direct and supervise posts of interest to ISG students on its various social media sites (LinkedIn, Twitter, Facebook).

C5.  Develop and implement new ways of engaging students with the Institute, its faculty, and its array of resources.

C6.  Other duties as assigned.

10%

STAFF SUPERVISION

D1.  Plan, organize, direct and supervise as the lead the work of the SAAII.

D2.  Meet regularly with the SAAII to communicate and receive information on workload, productivity, and current potential problems. Resolve problems, answer questions, and provide training. Disseminate information to SAAII regarding changes to policies and procedures.

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

Superior skill in using counseling techniques to assist students in the setting and meeting of their academic goals, and resolving problems.

Required

Advanced skill in listening perceptively, conveying awareness, and demonstrating empathy sincerity in addressing student issues and problems.

Required

Skills in communicating effectively and diplomatically both in person and in writing with persons of various social, cultural, ethnic, economic and educational backgrounds.

Required

Ability to identify and define issues/problems, initiate fact-finding research to obtain information, and independently formulate logical conclusions, recommend and implement solutions.

Required

Ability to utilize computer technology and campus software programs and applications to perform job functions, including calendaring, database, word-processing and spreadsheet applications, Message Center, and Google applications (docs, sheets, groups, forms), Zoom, Slack.  Ability to organize and arrange shared files for easy retrieval and use by Institute personnel.

Required

Superior ability to independently prioritize and manage competing projects to successful completion.

Required

Strong skills in short-term planning, analysis, problem-solving, and data analysis. Ability to use discretion and maintain confidentiality. (Required)

Required

Superior writing skills to draft, edit and produce grammatically correct correspondence, reports, proposals, memoranda, and analytic documents presenting data.

Required

Skill in preparing and delivering oral presentations to provide information, explain policies and procedures, and collaborate on planning and implementation.

Required

Superior ability to communicate clearly and effectively with discretion and tact with faculty, staff, students on sensitive or confidential matters.

Required

Ability to perform and manage workload under stress of recurring deadlines, competing requirements, and frequent interruptions and /or distractions.

Required

Knowledge of UCLA administrative structure, and College and University policies and procedures as they relate to undergraduate education, including Program eligibility, admissions, degree requirements, course scheduling, student organizations and services

Preferred

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.

Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

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

0%

No travel required

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Life Sciences Building

Standing/Walking

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.