Student Services Advisor 2

STDT SVC ADVISOR 2 (004574)

UCPath Position ID: TBD_784

Position Description History/Status

Approved Date:

5/20/2024 6:14:32 PM

Date Last Edited:

5/20/2024 6:14:21 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE                    

Division Code:

1330D

Division:

L&S LIFE SCIENCES                      

Department:

092900 - NEUROSCIENCE INTERDEPARTMENTAL PROGRAM

Position Details

UCPath Position Number:

TBD_784

Position Description ID

189230

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:

40124253

Reports to Payroll Title:

STDT AFFAIRS OFCR 3 EX

UCPath Department Head Position Number:

40207520

Department Head Payroll Title:

ACADEMIC TITLE

SUPERVISION - Indicates that the incumbent performs a variety of routine duties within established policies and procedures or by referral to the supervisor’s guidelines.

POSITION SUMMARY

Working in concert with the senior Undergraduate Counselor (SAO III) support the Interdepartmental Undergraduate Program for Neuroscience with the advising of prospective and current undergraduate students regarding the Neuroscience Major and Minors. Provide administrative support for academic courses, programs and special events. Maintain and monitor website information and social media presence of the program. 

Advising

A1. Advise students on the academic programs and requirements for the major.

A2. Approve Change of Major requests and student petitions. Design and initiate effective procedures for approval of petitions.

A3. Using automated Academic Information Systems (AIS), identify student prerequisites for courses, enroll students, and add exemptions, major changes, and substitutions to students' Degree Progress Reports. Confirm completion of major requirements and recommendations for Honors with the Registrar’s Office. Resolve enrollment problems.

A4. Confer with students on career options. Compile and distribute information on potential careers and graduate study. Communicate with other campus offices on career options in the health sciences and other areas. Compile and disseminate information on volunteer, research internship, and career opportunities.

A5. Refer students to appropriate services on campus given articulated and potential problems.

A6. Identify research opportunities in the sciences and inform students.

A7. First-line of interaction for non-majors, prospective students and community constituents (i.e. High School Students), answering general questions about the program. Triage general questions for non-majors, be able to independently decipher inquiries that need to be referred to SAO III.

A8. Provide administrative support and guidance to the student organizations within the undergraduate Neuroscience IDP, etc.

A9. Compile and track on a continual basis UCLA resource (ranging from basic needs to counseling to financial support) available to support students.

A10. Provide full administrative oversight and guidance to student-led organizations and annual events, such as the yearlong workshop series and the fall welcome event (NeuroConnect).

A11. Advise and help manage the progress of students enrolled in new minor offering: “Neuroscience and Society.”

50%

Instructional Support

B1. Review transcripts of students from other institutions for transferability. Liaise with appropriate departments at UCLA to determine equivalencies in life sciences and other science areas with faculty recommendations.

B2. Identify specialized curricular needs as expressed by students and faculty.

B3. Manage distribution of Missing Grade Reports for all Neuroscience undergraduate courses.

B4. Provide support of Neuroscience undergraduate courses which may include photocopying when a faculty member's home department does not over the expense.

B5. Oversee the recruitment and hiring of course Teaching Assistants (average of 30-40 annually). Readers and Special Readers on matters related to course support. Common tasks are but not limited to working with instructors to identify needs, collaborating with hiring office to process paperwork and fee remissions, assigning discussion sections, scheduling evening midterms and common final exam times, distributing and tracking desk copies to TA's, scheduling review rooms, relaying information from course faculty to TA's.

B6. Assist in the management of enrollment rules system to simplify and make more equitable the course enrollment process each quarter for the 800+ students in the major and minor, along with students from outside majors.

B7. Support planning and execution of events including executive and curriculum committee meetings, NeuroConnect, among others.

B8. Oversee and coordinate the Neuroscience Departmental Honors Program. Administer the approximately 40 to 50 honors contracts on an annual basis.

25%

Communication and Institutional Relations

C1. Write letters, forms, brochures, and other materials to inform students and other related parties.

C2. Communicate with other academic entities on the campus to assure accurate and timely flow of information. Meet with other student affairs personnel on campus.

C3. Accurately and clearly explain department major at orientation sessions, recruitment events and in interdepartmental meetings.

C4. Inform campus and College agencies on effective procedures across the full range of student advising, records and processes.

C5. Initiate and manage informative and attractive web sites for department and other programs.

C6. Maintain and monitor Social Media presence of the program and related student groups (i.e. Facebook, Twitter).

C7. Provide support to the SAO III on the administration of research symposia, commencement events, career days and other programs and special events.

C8. Maintain a central email system for the Neuroscience program to allow for more efficient communication with the 800+ uNSIDP students and serve as a historical record of correspondences regarding a multitude of issues related to the program.

C9. Serve as liaison to all student organizations in the uNSIDP to maintain flow of communication and encourage collaboration to support all students’ needs, help with room reservations and accommodating presentation requests, provide outreach to SOLE office, as needed.

C10. Work closely with Career Center and Pre-Health advising team to increase knowledge base to competently advise students, participate in workshops, pre-health drop-in advising, and other trainings, identify resources to help students prepare for application process.

C11. Assist with the development of a weekly newsletter that compiles departmental and campus announcements and create all advertising materials for workshops, course announcements, advising availability, and other announcements from the department.

C12. Maintain Undergraduate Alumni Database. Updating alumni information and follow-up with new alumni.

25%

•

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 or equivalent experience/training

Required

Ability to accurately and effectively advise students and faculty on the full range of academic regulations, procedures, and information.

Required

Demonstrated skill in executing and designing clear and effective administrative procedures.

Required

Knowledge of UCLA's automated Academic Information Systems.

Preferred

Demonstrated knowledge of research, career options, and graduate study in the life and health sciences.

Preferred

Knowledge of campus student services.

Preferred

Demonstrated knowledge of course content in the life sciences and other disciplines.

Preferred

Demonstrated ability to write a wide variety of materials clearly and accurately.

Required

Strong and demonstrated skill to communicate orally and in writing with multiple constituencies on complex issues and information.

Required

Ability to design attractive, accurate and informative websites.

Required

Demonstrated skill in event planning and management, including cost control.

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.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

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

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.