HRTMS Job Description Management | 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 | | | |
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. |
Positions Directly Supervised | Job Code | Job Code Description | Total FTEs | | | 0 | | | | | |
Positions Indirectly Supervised | Job Code | Job Code Description | Total FTEs | | | 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. | | | |
Department Summary | 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. |
Key Responsibilities and Essential Functions | Function | Responsibilities | % Time | 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% | | | | | |
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 | Bachelor's degree in related area and/or equivalent experience/training | Required | | | | | | | | |
Experience Requirements | Experience | Experience Details | Required/ Preferred | And/Or | Academic or administrative support | Experience in an academic environment or administrative experience. | Preferred | | | | | | | | |
Licenses, Certifications and Professional Affiliations | N/A | | | | | | | | | | |
Knowledge, Skills and Abilities | KSAs | Required/ Preferred | 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 |
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. | 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 | | | |
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 | | | | 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 | | | | | | | | | | | | | | | |
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 | | | | | Marked changes in humidity or temperature | 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 | | | | | | | | | | | | | | |
Other Mental Requirements | If "Mental demands other" was selected above, please explain: | | | |
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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