Undergrad Advisor

STDT SVC ADVISOR 1 SV (005154)

UCPath Position ID: 40131719

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

908882

Approved Date:

3/19/2026 6:53:07 PM

Date Last Edited:

3/19/2026 6:53:03 PM

Last Action Effective Date:

9/25/2021

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1130O

Organization:

HENRY SAMUELI SCHOOL ENGR & APPL SCIENCE

Division Code:

1131D

Division:

ENGINEERING & APPLIED SCIEN DIV

Department:

011500 - DEAN, SEAS

Position Details

UCPath Position Number:

40131719

Position Description ID

165262

UC Payroll Title:

STDT SVC ADVISOR 1 SV (005154)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Non-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:

40116435

Reports to Payroll Title:

STDT SVC SUPV 1

UCPath Department Head Position Number:

40039960

Department Head Payroll Title:

STDT ADVISOR MGR 1

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 direct supervision of Student Services Supervisor 1 and Director of the Samueli School of Engineering, Office of Academic and Student Affairs (OASA), the undergraduate advisor will be the liaison between the students, staff, faculty, and the general public. Dispense general information regarding Engineering requirements and University and School rules, regulations and procedures for the Samueli School of Engineering Office of Academic and Student Affairs. Explain procedures for filing academic petitions for exception requests and review academic and school policies, while managing the front desk operations of OASA. Provide outreach notifying students of support service offices such as Counseling and Psychological Services (CAPS), Center for Accessible Education (CAE), Financial Aid, and tutoring services offered by Tau Beta Pi honor society (TBP) and Eta Kappa Nu honor society (HKN). Conduct student change of major workshops and group advising presentations to incoming students as part of the orientation program. Give input to the faculty on student proposed curriculum exceptions. Work closely with staff and faculty to review quarterly proposed department course schedules; paying special attention to conflicts, omissions and enrollment capacities. Manage and track the submission of petitions into internal data-bases and enter exceptions into UCLA Degree Audit Report System (DARS). Interpret school and university enrollment policies, withdrawals and leaves of absence. Screen for completeness, appropriateness of form, and proper signatures if required, for all documents submitted by Engineering undergraduate students. Review student petitions requesting exceptions to Samueli School of Engineering and University policies with some decision-making authority. Part of the team to conduct quarterly degree candidate audit review and the exceptional student admissions program (ESAP) survey review process. Supervise preparation of petitions for weekly Student Affairs Officer meeting. Coordinate the application and review process for changes of major within the Samueli School of Engineering and for switches into the Samueli School of Engineering from the College of Letters & Science and other professional schools. Create the quarterly calendar and set up the change of major workshops to be hosted by OASA Advisors. Review applications for applications to the engineering minors. Monitor submission of Engineering 199 research, 195 internship contract courses. Intake grade dispute submission forms working closely with the Associate Dean to track status and final resolution. Answer phones and schedule appointments for Student Affairs Officers. Assist in training of new peer counselors as related to back-up of front desk responsibilities. Coordinate lost and found procedures for building. Complete various tasks as instructed by the Discover Engineering, annual Graduate Open House and Orientation and Commencement coordinators. Schedule OASA monthly staff meetings and maintain the OASA Conference room calendar. Assist with scheduling Associate Dean's research meetings in conference room. This position requires occasional weekend and evening hours in order to represent the Office of Academic and Student Affairs at student informational workshops, outreach events and fairs as well as special events such as Commencement, Discover Engineering and Bruin Day, and the Samueli commencement ceremonies.

ACADEMIC ADVISING

1. Formulate policies, where they are not yet established, in conjunction with other counselors and the Associate Dean for Academic and Student Affairs. 2. Review student petitions requesting exceptions to Samueli School of Engineering and University policies and curricular requirements with some decision making authority. 3. Evaluate petitions for changes of major within the Samueli School of Engineering, and petitions to enter Samueli School of Engineering from the College of Letters & Science, approving those which meet established criteria, and making recommendations to the Associate Dean for acceptance or denial on those which do not. 4. Counsel newly admitted freshman and junior transfer students during summer orientation regarding Samueli School of Engineering and University policies, use of advanced standing credit to meet degree requirements, online enrollment, and general information regarding student life at UCLA. Give group presentations to orientation students. 5. Instruct students in the use and purpose of the computerized Degree Audit Reporting System (DARS) and assist students experiencing difficulty in its use. Troubleshoot database problems. 6. Ascertain students' special needs, making appropriate referrals. Responsible for maintaining a thorough working knowledge of student programs and services provided by outside offices (e.g., Career Center, Counseling and Psychological Services, Education Abroad Program, Student Research Program and Academic Advancement Program). 7. Counsel students regarding program planning, prerequisites, and academic scheduling. Offer recommendations and assistance to faculty in policy formulation and curriculum change. 8. Review quarterly proposed class schedules, paying special attention to conflicts, omissions and other problems. 9. Audit and regulate class schedules and enrollments for Samueli School of Engineering courses with authority to change students' study lists. 10. Enforce School and University policies while advising Samueli School of Engineering and potential Engineering undergraduate students on all matters relating to requirements for the ten degree curricula (with sixteen options) and minor options, academic difficulties, and eligibility for special programs, such as the Departmental Scholars Program and Exceptional Student Admissions Program. 11. Give group presentations to students interested in changing majors into the School of Engineering, presenting information on requirements for admission to engineering major. 12. Attend weekly petitions review meeting and Student Affairs Officer (SAO) meetings with the Associate Dean where School policies are discussed and at which new policies are decided. 13. Supervise peer counselors as related to preparation of records and statistics for quarterly change of major review. Assist in training of new peer counselors in respect to front desk back-up. 14. Participate in quarterly degree audit review.

45%

FRONT DESK COORDINATOR AND PROCESSING FORMS

1. Act as front desk coordinator for the Office of Academic and Student Affairs. Provide general information to students, faculty, prospective students, staff and the general public. Explain procedure for change in study list petitions, withdrawals, petitions, and direct students and public to appropriate campus offices. Outline general requirements for degrees and admission. 2. Responsible for coordinating the quarterly online change of major application process and updating MyUCLA Message Center and forms database as needed. Run queries to obtain the cohort information from SEASnet and provide to counselors in advance of decisions being made regarding change of major requests. Manage and setup the quarterly workshop schedule through the MyUCLA Event Reservation System. 3. Manage incoming telephone calls, return messages, and transfer phone calls as appropriate. 4. Screen all petitions, contracts and withdrawals for completeness, appropriateness of form, and proper signatures if required, for all documents submitted by Engineering undergraduate students. Manage and track the submissions petitions into data base and assign for review to the advisors. Responsible for reconciling discrepancies and maintaining petition database and entering decisions in UCLA Degree Audit System. 5. Process Engineering 195/199 Enrollment contract forms by checking screening student eligibility with respect to class level and grade point average and other critieria, prior to submitting for approval from the School. 6. Send mass email to students enrolled in 195/199 courses notifying them of the 199 report deadline. Verify that all 195/199 reports have been submitted at the end of each term. 7. Intake of grade dispute forms submitted for review by the Associate Dean. Work with the Associate Dean to track requests, status, and resolution.

45%

ADMINSTRATIVE SUPPORT AND MISCELLANEOUS DUTIES

1. Provide administrative support as instructed by the Discover Engineering, annual Graduate Open House and Orientation and Commencement coordinators. 2. Part of the team to conduct quarterly degree candidate audit review and the exceptional student admissions program (ESAP) survey review process. 3. Schedule OASA monthly staff meetings and maintain the OASA Conference room calendar. Assist with scheduling Associate Dean’s research meetings in conference. 4. Coordinate lost and found procedures.

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 combination of education and experience/training

Required

Working Knowledge of University and School rules and regulations as applied to student affairs and degree requirements for all curricula within the school (Can be trained).

Preferred

Working knowledge of the Registrar's Office and student services such as Career Center, The Center for Accessible Education, Counseling and Psychological Services, Dashew Center and Financial Aid (Can be trained).

Preferred

Computer and database skills necessary to maintain, troubleshoot and encode student databases, process electronic degree audit notices and generate reports and presentations, such as Microsoft Word, Excel, PowerPoint, WordPress, and some UNIX language.

Required

Ability to perform effectively under conditions of fluctuating workload at certain times of the school term which results from large numbers of students in main lobby and deadlines for submission of forms.

Required

Ability to effectively communicate orally in order to fully explain procedures, regulations, degree requirements, and other information to students, faculty, and staff of School.

Required

Ability to cooperate in a large office and work as part of a team to provide the best possible service to students, faculty, and prospective students.

Required

Ability to multi-task with frequent interruptions, set priorities and work independently with minimal direction, think strategically, work in demanding situations.

Required

Familiarity with University on-line systems and procedures, SIS (student information systems) SRS (student records systems), Course Inventory Management System (CIMS CMS), MyUCLA, DARS, Assist, Transferology (Can be trained).

Preferred

Working knowledge of counseling theory and practice necessary to provide academic counseling with skill and sensitivity (Can be trained).

Preferred

Communication, interpersonal skills and political acumen to interact with a diverse population.

Required

Ability to make oral presentations to student groups and college/university staff.

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:

6th Floor Boelter Hall

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.