HRTMS Job Description Management
| Assistant Director, Eligibility Services STDT ACAD SPEC 3 (004550) UCPath Position ID: 40123737 | | |
Position Description History/Status | For Reference ONLY - PeopleAdmin JA Number: | 1116759 | Approved Date: | 8/27/2025 10:19:31 AM | Date Last Edited: | 8/27/2025 10:19:27 AM | Last Action Effective Date: | 8/20/2018 | Organization Details | Business Unit (Location): | LACMP | Organization Code: | 6000O | Organization: | INTERCOLLEGIATE ATHLETICS | Division Code: | 5501D | Division: | INTERCOLLEGIATE ATHLETICS | Department: | 374500 - INTERCOLLEGIATE ATHLETICS | Position Details | UCPath Position Number: | 40123737 | Position Description ID | 170991 | UC Payroll Title: | STDT ACAD SPEC 3 (004550) | Personnel Program | Professional and Support Staff (PSS) | Salary Grade: | Grade 21 | Job Code FLSA: | 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: | 40974643 | Reports to Payroll Title: | ETHICS AND CMPLNC PROFL 4 | UCPath Department Head Position Number: | 40055454 | Department Head Payroll Title: | ATH MGR 1 PAC12 | | | |
Level of Supervision Received | GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines. |
POSITION SUMMARY | The Assistant Director, Eligibility Services will have a role in managing all facets of the NCAA continuing academic eligibility certification program for the all programs (25 varsity teams and approximately 600 student-athletes). Specifically, this position will assist in managing the academic eligibility evaluation process, including the development and implementation of policies related to the evaluation process as well as serving as the an advisor to the student-athletes in assigned sports in regards to the development of academic plans that meet the NCAA standards. Assistant Director, Eligibility Services will assist the Director, Office of Academic Excellence with the quarterly academic eligibility certification process for all sports (assigned and non-assigned) including updating certification grids, squad lists, and communicating eligibility statuses to assigned teams. Within this process, the Assistant Director, Eligibility Services will be responsible for working directly with the College Academic Advisors assigned to the Office of Academic Excellence (OAE) to complete the quarterly schedule audit process to ensure student-athletes are enrolled in degree applicable courses. When schedule changes need to be made for eligibility purposes, this position will be responsible for communicating with the coaches and working directly student-athletes to resolve any issue. During new student orientations, beginning of the year team meetings, and Bruin Bridge, the Assistant Director, Eligibility Services will be responsible for educating student-athletes (approximately 600) on applicable NCAA continuing academic eligibility rules and regulations. The Assistant Director, Eligibility Services will also assist in monitoring and submitting the NCAA Academic Performance Program (APP), which includes both the Academic Progress Rate (APR) and Graduation Success Rate (GSR). Assistant Director, Eligibility Services will collect applicable data and communicate to appropriate staff in assigned sports. Finally, the Assistant Director, Eligibility Services will assist the Compliance Office with rule interpretations, transfer tracer forms, and other assigned duties along with the management of academic information required for the submission of NCAA and Big Ten waivers (medical absence, PTD, etc.). | | | |
Key Responsibilities and Essential Functions | Function | Responsibilities | % Time | NCAA Academic Eligibility Certification | • Assist in managing the NCAA continuing academic eligibility certification program for all sports. This will include the quarterly schedule audit process, units-to-graduate calculations, facilitate communication of eligibility status to student-athletes, coaches, administrators, and applicable OAE staff. • Communicate eligibility statuses to assigned teams quarterly pursuant to NCAA timing of certification deadlines. • Assist the Director, Office of Academic Excellence with maintaining and submitting NCAA Academic Progress Rate (APR) and NCAA Graduation Success Rate (GSR) internal reports, which are used to project the current APR and GSR status for each team. | 55% | NCAA Academic Eligibility Certification | • Advise student-athletes regarding academic options and alternatives (e.g., program planning, major selection, degree progress) and explain, interpret and advise on NCAA academic eligibility requirements. • Respond to inquiries from student-athletes, coaches, and administrators regarding complex academic eligibility and related issues. • In conjunction with the student-athletes and College Academic Advisors, verify that for student-athlete degree plans meet the NCAA academic eligibility requirements. • In conjunction with Compliance & Admissions, evaluate the transfer eligibility status of prospective student-athletes, including units-to-graduate and major options. | 0% | NCAA Academic Eligibility Certification | • Monitor satisfactory progress of post baccalaureate and graduate students while remaining current with changes and updated policies for appropriate programs. • In conjunction with the Director, Office of Academic Excellence, at the end of each quarter conduct term-by-term degree applicability and grade point average evaluations for all student-athletes using the UCLA Degree Audit Reports (DARS) and all applicable NCAA and Big Ten academic eligibility rules. This process includes an evaluation of grade qualifiers, repeated coursework, not reported (NR) grades, deferred report (DR) grades, and incomplete (I) grades and how these may affect a student-athlete’s academic eligibility status. | 0% | NCAA Academic Eligibility Certification | • Participate in regular academic meetings with assigned sport coaches and applicable OAE staff to convey academic and NCAA eligibility requirements and expectations for student-athletes. • Analyze the records of student-athletes who are academically ineligible and determine appropriate action. • Assist the Director, Office of Academic Excellence with summer school aid evaluations. • Manage the declaration of major process and maintain accurate records of all declarations and changes to majors. • Keep current on changing NCAA and Big Ten legislation as it affects the academic eligibility evaluation process for current and transfer student-athletes. • Other duties as assigned by the Director, Office of Academic Excellence. | 0% | Reporting | • Assist in creating institutional eligibility reports including Academic Summary Reports, Eligibility Concerns Reports, schedule audits, waitlist reports, less-than-12 reports, major statistics, APR and GSR summaries, and other requests as needed. • Assist in creating quarterly and yearly reports analyzing the academic eligibility status of student-athletes, including degree applicable units passed, cumulative grade point average, and units-to-graduate. • Assist in creating Athletic Communications reports such as all-academic team nominations, Athletic Director’s Honor Roll, team GPA calculations, and other requests as needed. • Maintain historical files and records of the academic eligibility evaluations for all sports, including grade reports and Degree Audit Reports (DARS). | 25% | Compliance | • As needed, assist the Compliance Office in providing NCAA rule interpretations for coaches. • Attend all Compliance Office meetings. • In conjunction with the Compliance Office, complete student-athlete transfer portal academic information and tracer forms as needed. • Assist the Compliance Office with tracking enrollment for sports managers. • Assist the Director, Office of Academic Excellence with facilitating a comprehensive rules education program for the Office of Academic Excellence staff, coaches and administrators regarding rules and regulations associated with the academic eligibility certification program. • Assist the Compliance Office with scholarship aid renewals for continuing student-athletes. | 15% | Rules Compliance | • The DIA is governed by the NCAA, Big Ten, and the University of California. As an employee of the DIA, incumbent is required to comply with the applicable rules, regulations and policies of those organizations. ◦ Remain current with and abide by the rules and regulations of the NCAA, Big Ten, University, and DIA. ◦ Review and retain all rules compliance documentation disseminated by the DIA Compliance office as it relates to changes and updates to, and rulings on the current rules and regulations. ◦ Report all NCAA and Big Ten violations per DIA policy. ◦ Consult with DIA Compliance Administrative Staff regarding any rules and regulations in question. ◦ Attend training classes as necessary. ◦ Sign the annual NCAA Certification of Compliance form as required by NCAA Bylaw 18.4.2.1 (d). | 5% | | | | | |
Other Requirements - Applies to all Positions | • | 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. | | | |
Educational Requirements | Education Level | Education Details | Required/ Preferred | And/Or | | Bachelor’s Degree required or equivalent work experience and training. | Required | | | | | | | | |
Knowledge, Skills and Abilities | KSAs | Required/ Preferred | Advanced knowledge of UCLA’s university, general education and major curriculum preferred. Ability to analyze a student-athlete’s degree program using the UCLA Degree Audit Reports (DARS) and OASIS strongly preferred. | Preferred | Knowledge of and ability to comply with NCAA, Big Ten Conference, UCLA Department of Intercollegiate Athletics policies, rules and regulations preferred. | Preferred | Demonstrated ability to exercise sound judgment and handle sensitive and confidential information with discretion and according to FERPA guidelines. | Required | Skill in working independently and following through on duties with minimal supervision. | Required | Ability to effectively counsel and advise student-athletes, coaches, administrators and staff with questions and concerns related to academic eligibility questions and concerns. | Required | Ability to interact diplomatically with individuals of various social, cultural, economic, and educational backgrounds. | Required | Outstanding communication skills both oral and written, including skill in writing memos/reports and using correct spelling, grammar and punctuation. | Required | Working knowledge of intercollegiate athletics and student-athlete demands. | Required | Ability to establish and interact collaboratively and effectively with other staff, student-athletes, coaches, administrators, and the UCLA community in a highly pressured environment. | Required | Outstanding listening, analytical and problem-solving skills in working with Office of Academic Excellence staff and student-athletes. | Required | Ability to operate Windows-based PC using Microsoft Office (Word, Excel, Outlook and PowerPoint), LSDBi, and Compliance Assistant (CAi). | Required | | | |
SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT |
Reporting and Background Check Requirements | 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: | JD Morgan Center, Los Angeles, CA 90095 | | | |
Physical Requirements | The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. | Physical Requirements | Never 0 Hours | Occasional Up to 3 Hours | Frequent 3 to 6 Hours | Continuous 6 to 8+ Hours | Is Essential | Standing/Walking | | | X | | X | Sitting | | X | | | X | Bending/Stooping | | X | | | X | Squatting/Kneeling | X | | | | X | Climbing | X | | | | X | Lifting/Carrying/Push/Pull 0-25 lbs | | X | | | X | Lifting/Carrying/Push/Pull 26-50 lbs | X | | | | X | Lifting/Carrying/Push/Pull over 50 lbs | X | | | | X | Physical requirements other | X | | | | | | | | | | | | | | | |
Environmental Requirements | The environmental requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. | Exposures | Never 0 Hours | Occasional Up to 3 Hours | Frequent 3 to 6 Hours | Continuous 6 to 8+ Hours | Is Essential | Chemicals, dust, gases, or fumes | X | | | | | Loud noise levels | | X | | | X | Marked changes in humidity or temperature | | X | | | X | Microwave/Radiation | X | | | | | Operating motor vehicles and/or equipment | X | | | | | Exposures other | X | | | | | | | | | | | | | | | |
Mental Requirements | The mental requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. | Exposures | Never 0 Hours | Occasional Up to 3 Hours | Frequent 3 to 6 Hours | Continuous 6 to 8+ Hours | Is Essential | 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 | | | | | | | | | | | | | | | |
Blood/Fluid Exposure Risk | The exposure described here is what can be expected of an employee in performing the essential functions of this position. | 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. | | | |
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