Student Services Advisor and Asst to the Chair

STDT SVC ADVISOR 2 (004574)

UCPath Position ID: 40040421

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1126108

Approved Date:

4/15/2024 9:54:41 PM

Date Last Edited:

4/15/2024 9:54:37 PM

Last Action Effective Date:

8/23/2021

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE                    

Division Code:

1350D

Division:

L&S SOCIAL SCIENCES                    

Department:

130300 - AMERICAN-INDIAN STUDIES

Position Details

UCPath Position Number:

40040421

Position Description ID

166626

UC Payroll Title:

STDT SVC ADVISOR 2 (004574)

Business Title:

Student Services Advisor and Asst to the Chair

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:

40061891

Reports to Payroll Title:

ADMIN MGR 1

UCPath Department Head Position Number:

40736807

Department Head Payroll Title:

Department Chair

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

0

0

POSITION SUMMARY

Direct and administer student affairs services for the Department of American Indian Studies. Develop, implement and modify policies and procedures for the effective operation of administration, scheduling and enrollment, counseling services, events, outreach, alumni programs, undergraduate students and a thriving Masters graduate program. Work closely with faculty, staff, and all levels of undergraduate and graduate students. Major duties include course scheduling; faculty and Chairs support including reimbursements; data compilation and analysis; record keeping and assessment of academic progress; academic advising on degree requirements, campus policies and procedures; office management; management of graduate admissions process; administration of awards and scholarship programs, in addition to graduate student funding and academic apprentice appointments; event planning and coordination in large part with the American Indian Studies Center.

First established in 1982, the Department of American Indian Studies offers undergraduate and graduate degrees in native and indigenous studies, with faculty engagement from across campus.  Our faculty also hold appointments in Anthropology, Art History, Education, Ethnic Studies, Gender Studies, History, Law, Public Policy, World Arts and Cultures, and more.   The Department also has a Joint Degree Program in American Indian Studies, offering both an M.A. in American Indian Studies as well as J.D. in Law.

STUDENT ADVISING

A1. Responsible for all aspects of student advising including counseling, maintaining progress reports, orientation, and processing of academic actions for Teaching Apprentice appointments (hiring, UCPath) and curricular changes and scheduling. (E)

A2. Manage all aspects of course scheduling including planning with faculty, updating online systems, interfacing with the Registrar's office, and communicating changes to faculty and students. Prepare online course actions forms through CIMS. (E)

A3. Advise prospective students on general UC and departmental admission requirements and procedures. Lead orientation sessions to provide information about departmental programs. Counsel students on post-graduate opportunities and appropriate academic planning to meet career goals. Refer students to appropriate campus services, e.g. College Academic Counseling, Division of Graduate Education, Counseling and Psychological Services, etc. (E)

A4. Counsel undergraduate students on University and departmental regulations governing majors and minors, providing accurate and up-to-date information, and advise students on academic progress. Process all student forms such as petitions, declaring major/minor, degree checks and any other administrative activities pertinent to the majors/minors. (E)

A5. Coordinate graduate admission process, track applications and actions. Arrange student recruitment visits and process reimbursements. (E)

A6. Advise all new and continuing graduate students on general procedures concerning registration, enrollment, visa and residency requirements and academic progress. (E)

A.7 Process all student petitions, both graduate and undergraduate. Evaluate and make recommendations on petitions for the College of Letters and Sciences. Make recommendations for acceptance of transfer credit and course substitutions. (E)

A8. Advise students about internal sources of financial aid and disseminate information on scholarships/fellowships to students and faculty. Develop and implement appropriate policies and procedures to ensure efficient funding process. Administer processes for financial aid and funding support including recommending allocations, processing applications and forms, tracking/reassigning offers, maintaining accurate and complete records. Coordinate administration of all awards and prizes in conjunction with AISC. (E)

A9. Develop and maintain accurate and complete filing systems and student admission, enrollment and graduation records to track undergraduate majors/minors and graduate students, and actively monitor academic progress. Generate spreadsheets and statistical reports for chairs, faculty committees, Division of Graduate Education, and other campus units as requested. (E)

A10. Keep abreast of campus policy and procedure changes, and advise faculty concerning grading, course requirements, financial aid and any other University regulations. Assess departmental programs, recommend changes, and implement new policies and programs as needed. Serve as departmental liaison to the Division of Graduate Education in all student affairs matters (academic and financial issues) and pro-actively assist students in the solution of administrative problems. (E)

A11. Coordinate fellowship payments from tribal scholarships and other funding agencies.

A.12. Establish, standardize and maintain internal counseling practices. Coordinate and participate in departmental students' workshops. (E)

50%

ASSISTANT TO CHAIR, ADMINISTRATION AND EVENTS

B1. Organize and manage all aspects of departmental events such as orientation, welcome event, commencement, quarterly workshops, conferences and symposiums, receptions, and other activities. (E)

B2. Update website, course catalog copy, and other sources of departmental information. Develop and implement marketing strategies utilizing the web and social media. Design and distribute program-related publicity and marketing materials. Prepare annual department newsletter. (E)

B3. Design and implement relevant recruitment materials and data bases. Create and manage information and images for departmental display cases, including faculty and student honors/awards, faculty publications, and other departmental news. Create and maintain detailed databases on alumni involvement in departmental activities and initiatives and post-graduate accomplishments.

B4. Serve as Chairs assistant and liaison to other departments and campus units. Represent the department at on and off-campus student affairs-related meetings, student recruitment including the summer transfer program, conferences and events. Draft memos and other correspondence on behalf of chairs. (E)

B5. Maintain online seminar room calendar in conjunction with AISC. (E)

B6. Coordinate moves, furniture orders, repair requests, seminar room cleaning schedule, and other facilities-related projects for the Department of American Indian Studies. (E)

B7. Complete other, special projects as assigned by the Chair and Manager (E)

B8. Use Bruin Buy Plus and Concur/Express to process travel and book reimbursements for faculty and the Chair. Generate purchase orders for the Department.

B9. Coordinate campus visits for prospective graduate students. (M)

B.11 Manage graduate and undergraduate student listserv.

B.12 Manage student financial support, including fellowships, TA FTE, State funds, tribal scholarships and private grants. (E)

35%

FACULTY AND INSTRUCTOR SUPPORT

C1. Faculty travel arrangements and reimbursements.

C2. Faculty hire relocation processing and coordination. 

C3. Hiring of Graduate Student Research appointments for faculty research grants and research funding.

C4. Space, equipment and office coordination for faculty and main office areas in relation to course, faculty and Chair support, including faculty meeting support, equipment, keys, access, renovations for new space, facilities, etc.

15%

•

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

Bachelor's degree in related area and/or equivalent experience/training

Required

Academic or administrative support

Experience in an academic environment or administrative experience.

Preferred

N/A

Analytical skills to assess information, situations, problems, practices and procedures and recommend appropriate solutions and/or improvements.

Required

Interpersonal skills to establish and maintain productive and cooperative working relationships with students, faculty, staff and off-campus personnel from diverse social, cultural, economic and educational backgrounds.

Required

Organizational skills to develop and maintain accurate and complete records, both electronic and hard copy. Ability to collect and collate information from various sources, analyze data and prepare clear and comprehensible reports.

Required

Ability to prioritize tasks and work independently with minimal supervision, balance fluctuating workload and competing deadlines, follow through on assignments, and complete projects in a timely manner.

Required

Ability to communicate effectively, show empathy and perception, and handle confidential matters sensitively and discreetly. Demonstrated skill in using fundamental counseling techniques to guide students. Ability to analyze conflicts, identify causes and make recommendations for problem resolution.

Required

Computer proficiency using Microsoft Word, Excel, Outlook. Demonstrated skills to create and maintain detailed spreadsheets and statistical reports; ability to compose and edit correspondence, memoranda, and other materials in a logical, concise, and professional manner.

Required

Demonstrated skill in managing various forms of social media. Proficiency with design software programs such as MS Publisher, Adobe InDesign or Photoshop.

Preferred

Working knowledge of University policies and procedures pertaining to student affairs; knowledge of online Degree Audit Reporting System (DARS), Student Information System (SIS) and University support services; familiarity with Humanities academic programs and College degree programs and requirements, Go. Grad, Counselor Desktop, BruinBuy, Express and UC Path.

Preferred

Bachelor's degree in counseling or related field and/or demonstrated counseling experience in academic or educational environment or an equivalent combination of education and experience is required.

Required

Ability to maintain regular, on-time hours and schedule.

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.

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

COVID and Flu Vaccinations: The position is subject to providing evidence of inoculation.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Campbell Hall

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.