Student Services Advisor 2

STDT SVC ADVISOR 2 (004574)

UCPath Position ID: 41123508

Position Description History/Status

Approved Date:

12/12/2025 3:03:40 PM

Date Last Edited:

12/12/2025 3:03:36 PM

Last Action Effective Date:

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:

020500 - MECHANICAL AND AEROSPACE ENGINEERING

Position Details

UCPath Position Number:

41123508

Position Description ID

189462

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)

1.00

SUPERVISION

UCPath Reports to Position Number:

40065892

Reports to Payroll Title:

ADMIN MGR 1

UCPath Department Head Position Number:

40042027

Department Head Payroll Title:

DEPARTMENT CHAIR

DIRECTION - Indicates that the incumbent establishes procedures for attaining specific goals and objectives in a broad area of work. Only the final results of work done are typically reviewed. Incumbent typically develops procedures within the limits of established policy guidelines.

POSITION SUMMARY

Independently responsible for all scheduling matters in the Mechanical and Aerospace Engineering Department. The Student Services Advisor (SSA) oversees department academic year course scheduling. The SSA oversees several programs for students and student groups, including Orientation, Commencement, curriculum planning. The SSA plays an integral role in the school's academic program, with respect to communications with new and continuing students regarding academic support. Candidate will be responsible for keeping information related to students services up-to-date on the school's website Under minimal supervision of the Department's undergraduate Vice Chair, assist with course scheduling for the academic year and summer sessions (Particularly in communications with Department Faculty, Lecturers, and Deans Office). Assists in processing Reader and Teaching Assistant contracts. Assists with Grad admissions with updating information on SLATE and contacting applicants for missing information. Process and review Master's Degree Advancement to Candidacy forms quarterly.

Under the general supervision of the Management Services Officer and Vice-Chair of the Undergraduate Student Affairs, the incumbent's work performance will be evaluated on annual basis, or as required.

As a leading Mechanical and Aerospace Engineering Department in the country and around the world, our faculty and students conduct trailblazing research in broad interdisciplinary areas of Mechanical and Aerospace Engineering: from rockets and spacecraft, to robots, medicine, advanced materials, energy and sustainability.

Scheduling

1. Works closely with field chairs in preparation of department schedule for the academic year and summer sessions. 2. Assess historical enrollment data and instructors’ availability to propose efficient schedules, and prepares scheduling reports for Vice chair and chair as needed. 3. Support summer session planning by securing course approvals, tracking student enrollments, and preparing revenue simulations and projections. 4. Works closely with HSSEAS OASA on scheduling and course enrollment issues and requests. 5. Maintains department scheduling database. - Enters TAs and Faculty names into OASIS database quarterly, makes changes as necessary on continuous basis- Ensures that HSSEAS scheduling information is processed accurately into OASIS database quarterly 6. Submits room requests as needed for TAs and professors. 7. Works closely with the academic personnel staff on maintaining current teaching schedule and teaching evaluations 8. Course proposals. - Updates and maintains the variable topic courses quarterly-Updates and maintains course proposal database- Initiates new course proposals to the APC Committee, obtains needed authorization and submits final version to the HSSEAS OASA - Coordinate and collaborate with other departments to ensure multiple-listed course proposals are submitted in a timely manner. 9. Acts as a liaison for the department with the representative of the committee on the undergraduate curriculum. 10. Maintains department class schedule on web page. 11. Works closely with the department vice chair on undergraduate studies and the academic personnel staff in course offerings, faculty, and lecturer assignments. 12. Coordinates with HSSEAS OASA on all issues related to the undergraduate program. 13. Works closely with the undergraduate chair collecting ABET material as needed and assures course outcomes and entries are updated quarterly in ABET course website. 14. Responsible for the annual review and update of the department’s section of the Engineering Announcement (course catalog).

40%

Student Affairs

1. Attend and represent the Department at various University and corporation college recruitment events discussing the program, requirements for admission, etc. 2. Counsel graduate students regarding the requirements of various programs and policies. 3. In conjunction with the Major Field Chairman, ensure that the MS and PhD major syllabi are up-to-date. 4. Establish and maintain records and files for all MS and PhD students. 5. Arrange major field PhD preliminary examinations. Create post and distribute fliers to exam candidates. Maintain sign-up sheet and verify each student's eligibility to take exams. Prepare student files for exam committee review. 6. Prepare statistical reports on admissions and current students as required by faculty, School, University, and outside agencies. 7. Special projects as assigned by the Department Graduate Advisor. 8. Administer the teaching evaluation program each quarter. Oversee the recording of student comments and maintain records of the evaluation sheets with comments for faculty. Report the results to the Vice-Chair and SAO II each quarter pointing out low scores for his/her review and action. 9. Initiate the timely processing and submission of student forms, petitions, fellowships, and other documents through the Graduate Division. 10. Participate in the engineering commencement ceremony. 11. Housing Allocation: Collaborate with the Office of Academic and Student Affairs (OASA) to ensure timely allocation of graduate student housing. 12. Lecturer & Faculty Support: Assist with providing helpful information and answering inquiries from lecturers and faculty, including system access and awareness of relevant UCLA academic systems.

20%

ASE Program

1. Work with faculty recruitment commitment to assign teaching assistantship funds to in-coming students as part of recruitment package, as well as for continuing students. 2. Manage the TA/Reader application process in conjunction with the faculty and coordinate TA assignments. Strategize with faculty and the Chair regarding the viability of the current procedures and different methods of TA/Reader assignment. 3. Inform students of available teaching assistant positions for the academic year. 4. Ensure that students wishing to request TA/Reader assignments follow the procedures for the electronic submission of applications. 5. Work with the Vice Chair in charge of teaching assistant assignments to assign available courses. 6. Notify faculty to make TA/Reader assignment requests within established guidelines. Note their input on the section of the TA/Reader submission form for comments. 7. Inform international students of the mandatory obligation to take and pass the Test of Oral Proficiency (TOP) exam. 8. Assist with the Reader hiring process each quarter. This includes checking the eligibility of student readers, issuing appointment letters (when requirements are met), managing patent acknowledgments, tracking appointment percentages, processing the Tracker/I-9 onboarding process for employment authorization, and initiating and submitting UCPath hiring transactions using appropriate hiring action reasons. 9. Assist with the allocation of the department’s instructional budget (TAs, Readers, Lecturers) and regularly review and update budget projections.

20%

Graduate Admissions

1. Provide information to prospective applicants regarding the program's suitability to their needs. 2. Discuss the suitability of the department's various programs with prospective students. Counsel applicants with problems or rejected applications explaining possible future courses of action and option. 3. Annually update Department's application and other information which accompanies the University application and all information on admissions advertised through the WWW (including requirements, statistics, etc.) 4. Coordinate the annual Department New Graduate Student Orientation. Build the agenda; decide on pertinent materials for distribution. Creating and distribute flyers and other correspondence, selecting and ordering food, refreshments, preparing handouts, and assisting the SAO II with the formal presentation. 5. Interface with the Admissions section of the Graduate Division during the admissions cycle to facilitate the timely processing of applications, Interface with Graduate Division Computer Office, SEASnet support office, and applicants through correspondence, telephone or e-mail to solve problematic on-line applications and ensure the download of these applications in a timely manner. 6. Maintain Graduate Division's database to ensure the posting of required material received by the department. 7. Reconcile data from the Graduate Admissions Office with data in Department files and database correcting discrepancies, errors, etc., as needed. 8. Prepare over 1000 applicant files for review by faculty admissions committee making certain that the file is complete. This includes evaluate over 1000 foreign and domestic transcripts and credentials, calculating over 1000 GPA's, receiving and recording the GRE score, TOEFL scores and letter of recommendation, and making a notation on files which may have something unusual/outstanding, etc. which the Admissions Committee should be aware of when reviewing the file. Meet with the SAO II and the committee to answer questions and/or clarify data. 9. Administer the e-mail application account to respond to queries regarding the application status, pending documentations, etc. 10. Determine the need for and initiate correspondence to applicants, the Graduate Division, Department faculty and administration.

15%

Miscellaneous

1. Assist MSO on special projects. 2. Ensure that all required courses have completed ABET assessment. 3. Assist faculty in uploading course material on ABET web page. 4. Maintain ABET course list outcome. 5. Keep information current on the department bulletin board. 6. Deliver and pick up from various locations on campus and in the School. 7. Assist faculty with minor secretarial duties: copying, faxing, mailing, etc. 8. Other duties as assigned.

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 a related area or equivalent combination of education and experience

Required

Advanced skills in Excel/computation and navigating various linked spreadsheets for scheduling data.

Required

Working knowledge of university and department rules and policies for undergraduate programs.

Required

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

Required

Ability to establish and maintain cooperative relationships with staff, faculty, and administrators in the department, HSSEAS, and the university at large.

Required

Ability to handle confidential material and information with discretion.

Required

Oral communication skills to obtain or convey clear and concise information.

Required

Skill in analyzing information, policies, and procedures to define the problem accurately; identify relevant concerns and factors; formulate logical conclusions; recognize alternatives and their implication.

Required

Skill in performing multiple tasks simultaneously.

Required

Demonstrated skill to monitor and prioritize fluctuating work load.

Required

Working knowledge of HTML, the markup language and update on-line file records.

Required

Working knowledge of HSSEAS scheduling database and Registrar's Office OASIS database

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.

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

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Engineering IV

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.