DEGREE AUDITOR/ACADEMIC COUNSELOR

STDT SVC ADVISOR 2 (004574)

UCPath Position ID: 40110096

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1119208

Approved Date:

11/18/2025 6:20:39 PM

Date Last Edited:

11/18/2025 6:20:36 PM

Last Action Effective Date:

9/15/2021

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:

40110096

Position Description ID

166288

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:

40116435

Reports to Payroll Title:

 Student Srvs Supervisor 1

UCPath Department Head Position Number:

40037312

Department Head Payroll Title:

ASSOC DEAN

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 general supervision of the Associate Dean of Academic and Student Affairs and the Director of the Henry Saumeli School of Engineering and Applied Science Office of Academic and Student Affairs (OASA). Under the direct supervison of the Student Services Supervisor 1. Act as the Associate Deans Representative in the Office of Academic and Student Affairs, as the liaison between administration, students, faculty, and outside offices in interpreting and implementing School and University policies and procedures. Implement School policies and procedures with decision-making authority. Academic counselor for aerospace engineering, bioengineering, chemical engineering, civil engineering, computer science, computer science and engineering, computer engineering, electrical engineering, materials engineering, mechanical engineering and undeclared engineering, as well as the three engineering minors, bioinformatics, environmental engineering, and data science engineering. Advise undergraduate students on course planning, academic issues. Monitor students on academic probation or subject to dismissal, placing students on academic contract when required. Conduct academic workshops on course planning, change of major and best practices for academic success. Work jointly with faculty and academic department staff to monitor course scheduling and course and curriculum revisions. Advise undergraduate students approaching the completion of their Bachelor of Science degree on course, university and grade point average requirements. Assist with monitoring students' latin honors eligibility Coordinate the undergraduate degree audit process for the Samueli Engineering School to authorize the degree and minor awards of over 1000 undergraduates per academic year. Schedule and run quarterly staff group sessions to review and reconcile student records for the nine Samueli Engineering majors and two minors for all existing catalog years. This position will oversee the processing of Skillset Verification Letters from graduates hoping to submit PERM letters for visa purposes after graduation and will also support the Exceptional Student Admissions Program (ESAP) process. Generate notices to all degree candidates advising students as to the status of their degree completion and steps needed for Bachelor of Science degree award. Advise students with problematic or deficient degree checks on options for resolution. Assist in maintaining Samueli Engineering databases to assure accurate record keeping of students records. Troubleshoot and rectify any discrepancies between the Office of the Registrars student data and that of Samueli Engineering. Run data base queries to obtain potential degree candidates data including GPA, degree term, major and other academic data as needed. Responsible for maintain B.S. lists and notifying the Registrar of degree conferrals and award of latin honors. Maintain websites related to job responsibilities. OASA Liaison with the Office of the Registrar, Dean of Students Office and other campus student services offices. Hire, train and supervise file clerks and peer counselors who assist with the degree audit. Support all OASA services. This position requires occasional evening hours and weekend hours in order to represent the Office of Academic and Student Affairs at student informational workshops, outreach events and fairs as well as special Discover Engineering and Bruin Day, and the Samueli commencement ceremonies.

The Office of Academic and Student Affairs (OASA) is the central advising unit for undergraduate engineering students.  We provide academic support from new student advising through graduation, which includes overview of school enrollment policies and deadlines, major requirements, change of major, and degree completion.  We also support admissions, course evaluations, course scheduling, and schoolwide events, such as commencement and Discover UCLA engineering.

Academic Advisement and Counseling

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 Engineering and University policies and curricular requirements with decision-making authority. 3. Evaluate petitions for changes of major within the Samueli School of Engineering and Applied Science, and petitions  to enter Samueli Engineering from the College of Letters & Science, approving those, which meet established criteria, and  making recommendations to the Dean for acceptance or denial on  those that do not. 4. Determine appropriate academic action for students subject to  dismissal. Establish academic contracts when necessary. Make  student dismissal recommendations. Perform exit interviews with  dismissed students and answer questions regarding students' options in a caring and sensitive manner. 5. Academic counselor for students in aerospace engineering, bioengineering, chemical engineering, civil engineering, computer science, computer science and engineering, computer engineering, electrical engineering, materials engineering, mechanical engineering and undeclared engineering, as well as the three engineering minors, bioinformatics, environmental engineering, and data science engineering. 6. Review quarterly proposed class schedules. Advise department  representative as to of any problems and suggest appropriate modifications as needed. 7. Audit and regulate class schedules and enrollments for  courses with authority to change students' study lists. 8. Enforce School and University policies while advising continuing and potential Samueli Engineering undergraduate students on all  matters relating to requirements for the ten degree curricula, academic difficulties, and eligibility for special programs, such as the Departmental Scholars Program and  Exceptional Student Admissions Program.9 Counsel newly admitted freshman and junior transfer students during summer orientation regarding Samueli Engineering and University policies, use of advanced standing credit to meet degree requirements, online enrollment, housing and general information regarding student life at UCLA. Give group presentations to orientation students. 10. Instruct students in the use and purpose of the computerized Degree Audit Reporting System (DARS) and assist students having trouble in its use. Troubleshoot database problems. 11. Ascertain students' special needs, making appropriate  referrals. Responsible for maintaining a thorough working knowledge of  student programs and services provided by outsideoffices  (e.g., Career Center, Student Psychological Services, Education Abroad Program, Student Research Program). 12. Advise students nearing degree completion on course and grade requirements. 13. Attend informational events and assist with special week-end events such as Samueli Engineering Freshmen Open House and Commencement. 14. Conduct academic workshops. 15. Respond to daily MyUCLA Message Center and e-mails from  continuing and prospective students as well as academic units. 16. Develop and implement new academic databases in conjunction with the programmer for efficient management of students' records. 17. Review student requests and process Skillset Verification Letters from graduates hoping to submit PERM letters for visa purposes after graduation. Work with faculty and departments to verify obtained skills in specified courses.

45%

Degree Audit

1. Oversee the audit and reconciling of students' records before degree and minor award (over 1,000 per academic year) for the 10 Samueli Engineering majors with several options, and 3 minors. 2. Schedule and manage quarterly audit review sessions. 3.Conduct student outreach events targeting degree candidates. 4. Run data queries, responsible for maintain degree lists. 5. Troubleshoot discrepancies between Registrar data, DARS and OASA data. 6. Responsible for counseling/advising students with problem degree check cases and guiding student toward resolution. 7. Generate degree audit notices to all BS candidates. 8. Finalize degree awards, including retroactive degrees, giving final authorization notice to the Registrar. 9. Verify students' grade point averages to determine eligibility for University honors upon completion of their academic programs. 10. Serve as the contact person for the Office of the Registrar and other campus departments in degree related matters as well as issues  pertinent to the service of students, faculty and staff. 11. Maintain Degree Audit Manual.

40%

Degree Data Maintenance and Support

1. Responsible for maintaining Samueli Engineering databases as they pertain to degree candidate information. 2. Utilize data base queries and the phpmyAdmin system to generate student data. 3. Compile and Maintain Samueli Engineering documents and statistics as they  pertain to students awarded the Bachelor of Science and University honors; developing and implementing databases for the purpose of running these reports. 4. Maintain lists of student UID numbers of degree candidates used to assist the SAO responsible for school-wide statistics. 5. Develop and maintain the OASA website for the degree audit process section. 6. Enter exception into DARS.

10%

Training and Supervision

1. Assist in the hiring of student clerks. 2. Assist in the daily oversight of student clerks. 3. Assist in distribution and management of work assignments.

5%

•

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

1. Working knowledge of University and School rules, regulations, policies, and procedures related to student affairs and curricula requirements.

Preferred

2. 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.

Preferred

3. Familiarity with University on-line systems and procedures, SIS (student information systems) SRS (student records systems), Course Management System (CMS), MyUCLA, DARS, Transferology.

Preferred

4. Ability to interpret transcripts and manually calculate GPAs and units when necessary with attention to detail.

Required

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

Required

6. Time management and organizational skills in working independently and following through on assignments and meeting deadlines.

Required

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

Required

8. Skill in employing fundamental counseling techniques.

Required

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

Required

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

Required

11. Skill in writing grammatically correct reports and correspondence.

Required

12. Supervisory skills to train, delegate and monitor work assignments of student clerks.

Preferred

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

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

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:

BOELTER HALL

Standing/Walking

X

X

Sitting

X

X

Bending/Stooping

X

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.