Student Affairs Officer

STDT SVC ADVISOR 2 (004574)

UCPath Position ID: 40102383

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1113190

Approved Date:

12/10/2025 1:15:28 PM

Date Last Edited:

12/10/2025 1:15:23 PM

Last Action Effective Date:

4/14/2022

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE

Division Code:

1340D

Division:

L&S PHYSICAL SCIENCES

Department:

098000 - CHEMISTRY AND BIOCHEMISTRY

Position Details

UCPath Position Number:

40102383

Position Description ID

166031

UC Payroll Title:

STDT SVC ADVISOR 2 (004574)

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:

40058159

Reports to Payroll Title:

STDT SVC SUPV 2

UCPath Department Head Position Number:

40831819

Department Head Payroll Title:

ADMIN MGR 2

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 direction of the Student Services Manager serve as Undergraduate Counselor for the Department of Chemistry and Biochemistry.  Provide academic advising for 1,500+ major and approximately 5,000 students with majors and approximately 7,000 students taking chemistry courses each quarter.  Advise prospective and current students on general University policies and procedures, curriculum and degree requirements, course articulations, enrollment and postgraduate opportunities. Assist students with resolving academic difficulties, including filing petitions, course substitutions and referring students to other campus organizations when necessary. Answer written and verbal and verbal inquiries concerning the department's programs, courses and policies.  Design and update Undergraduate Handbook.  Track and evaluate student progress in the major. Coordinate department 199 research proposals; evaluate student progress in the major.  Make group presentations at Letters and Science New Student Orientation Sessions.  Assist in the planning and coordination of the department graduation ceremony.  Represent department at related undergraduate counseling meetings and events.

STUDENT COUNSELING

1. Maintain knowledge of all current regulations and policies of the University, College of Letters & Science as they pertain to undergraduate student affairs, and use that knowledge to administer to ensure the Department is in compliance.  2. Maintain knowledge of academic requirements for the BS degree in Chemistry, Biochemistry, General Chemistry and Chemistry/Materials Science (approx. 1,500 students). Provide information concerning departmental policies to students enrolled in Chemistry & Biochemistry undergraduate courses, regardless of major (approx. 5,100 students enrolled quarterly).  3. Coordinate the submission and evaluation process for Undergraduate Research 199 petitions. Maintain statistics of Departmental research participation. Notify 199 students of research fellowship opportunities.  4. Confer with students to clarify their values, life goals, career choices and plans. Advise students on post-graduate opportunities and appropriate academic planning to meet specific career goals.  5. Assist students in strategizing alternatives and/or solutions to academic, personal, and financial problems. Refer students with specific needs to the appropriate University agency or office.  6. In conjunction with The Manager, gauge progress of each student (quarterly) in the four departmental majors. Review quarterly student transcripts for grades of D and below.  7. Determine student's eligibility to enter Chemistry & Biochemistrymajor. Advise potential students as to qualificatrions necessary to enterdepartmental major. Process change of majors as required.  8. Maintain student reference desk. Provide information to information to undergraduates about graduate opportunities in chemistry and other physical or life science areas and pre-professional careers. Update appropriate reference publications for undergraduates, maintaining the most current issues of reference guides and job outlook information.  9. In conjunction with other SAO, review Final Degree Audits for all degree candidates for the three majors.  10. Participate in Letters & Science New Student Orientation Sessions. Annually update the Chemistry & Biochemistry Handbook and Virtual Handbook. Meet with students in groups and individually to discuss items such as transfer credit and its application to the degree requirements. 11. Advise students and submit petitions for coursework credit to faculty advisors and update equivalency reference for campus academic counselors. 12. Answer written and verbal inquiries concerning the department's programs, courses and policies.

65%

ADMINISTRATION

1. Solicit graduate students and post-doctoral students willing to tutor undergraduates and high school students in Chemistry and Biochemistry each quarter. Compile and distribute a list of those graduate students and the courses for which they are willing to tutor.  2. Responsible for yearly submission of statistical material to American Chemical Society, confirming eligibility of students for ACS Certification of Degrees.  3. Disseminate information to faculty and departments concerning any curriculum, changes in the Department which may affect their programs.  4. In conjunction with the Assistant to the Chair and the Undergraduate Advisor, plan Departmental Graduation ceremony. Includes mass mailing distributed to all seniors, preparation of program, and procurement and presentation of certificates. Develop tracking system to accurately monitor eligible students, attendees and guests.  5. Provide department with statistics and information concerning graduating seniors through the online annual senior survey.  6. Organize undergraduate seminars related to career information and employment. Arrange speakers, facilities, refreshments, and advertising.  7. Represent the Department at campus undergraduate student affairs related meetings and events.  8. Liaison with companies seeking students for part or full time employment. Post opportunities to website. 

35%

•

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 Chemistry, Counseling, or related field and/or equivalent experience / training.

Required

Ability to establish and maintain cooperative working relationships with colleagues, faculty, university officials, students and the public.

Required

Demonstrated counseling and communication skills to advise students on course curriculum, procedures and other concerns.

Required

Excellent skill in writing and editing for spelling, punctuation, and grammar, in order to effectively communicate to suit intended audience and purpose.

Required

Ability to make effective and appropriate oral group presentations.

Required

Excellent analytical and organizational skills.

Required

Experience in the use of Microsoft Applications

Required

Ability to interact effectively with individuals of diverse social, cultural, economic and ethnic backgrounds, including foreign students who may experience communication difficulties.

Required

Skill in working independently and following through on assignments with minimal direction.

Required

Skill in prioritizing assignments when there are changes in workload, assignments, and deadlines.

Required

Skill in establishing goals and in setting priorities which accurately reflect the relative importance of job Responsibilities.

Required

Knowledge of University and College of Letters and Science procedures.

Preferred

Knowledge of OASIS and student records systems.

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.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Young 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.