Student Services Advisor II

STDT SVC ADVISOR 2 SV (005155)

UCPath Position ID: 40087341

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1117247

Approved Date:

1/30/2026 4:50:56 PM

Date Last Edited:

1/30/2026 4:50:53 PM

Last Action Effective Date:

1/18/2022

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE

Division Code:

1330D

Division:

L&S LIFE SCIENCES

Department:

084500 - INTEGRATIVE BIOLOGY & PHYSIOLOGY

Position Details

UCPath Position Number:

40087341

Position Description ID

166185

UC Payroll Title:

STDT SVC ADVISOR 2 SV (005155)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

SV: STDT SVS & ADV PROF (SSAP)

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

4 - Staff: Limited

Full-Time Equivalent (FTE)

0.25

SUPERVISION

UCPath Reports to Position Number:

40052018

Reports to Payroll Title:

PROF-FY

UCPath Department Head Position Number:

40045582

Department Head Payroll Title:

Department Chair

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 supervision of the CAO of the Physiology Group and direct guidance of Director and co-Director of the Maximizing

Access to Research Careers (MARC) Program and the COMPASS Directors, the Student Service Advisor 2 serves as the program

representative for the Maximizing Access to Research Careers (MARC) program, as well as serves as administrative assistant to

the Center for Opportunities to Maximize Participation, Access and Student Success (COMPASS) in the Life Sciences. Major duties

include: Perform accounting functions for purchases, payments, and reimbursements using appropriate on-line systems such as

BruinBuy and Travel Express. Monitor expenditures and purchases for events. Handle personnel and payroll administration and

processing of student awards. Process and plan student and staff travel to undergraduate and national meetings. Arrange travel

and logistics for off-campus summer research experiences for MARC trainees. Coordinate MARC admissions and COMPASS

student selection. Assist in short- and long-range planning of events and programs. Coordinate logistics for events, workshops,

and meetings.

The main goals of the MARC and COMPASS Life Sciences Programs at UCLA are to support the development of talented

underrepresented (UR) undergraduates and preparing them for their future scientific careers. UCLA is ideally suited for this kind

of training environment because it is one of the premier public institutions of higher education, and it attracts a sizable

population of UR students who are interested in the sciences.

Research in the Department of Integrative Biology and Physiology (IBP) is dedicated to explaining the function of

complex biological systems, in cells, organs, and individuals. The recent rapid advances in molecular and cell

biology and genetics, including the sequencing of numerous genomes, has provided an unprecedented

opportunity to use this new information to understand how the genes interact to produce emergent phenotypes

in complex systems.

Program Administration

A1. Serve as the program representative and primary contact for all students and faculty interested and participating in MARC and COMPASS Life Sciences. Maintain appointment calendars for program directors for assigned programs. (E)  A2. Participate in short and long term planning of events and programs with Director, Academic Administrator, and Faculty. Includes faculty advisory board meetings and student presentation events. (E)  A3. Initiate and implement the application process. Includes: outreach, advertising, web-based application, student & faculty recommender correspondence, receipt & tracking of all student supplementary materials, file creation and database management. (E)  A4. Oversee logistics for application review including faculty review committee communication, interview scheduling and spreadsheet management. Oversee logistics for pairing students with faculty mentors. (E)  A5. Handle and process all student paperwork including liability forms, summer arrangements and travel reimbursements. (E)  A6. Process scholarship awards for MARC and COMPASS students i. Complete DUE Scholarship Recipient List (SRL) to provide comprehensive reporting of scholarships and stipends awarded to students. (E) ii. Confirm student eligibility to receive award and citizenship status. (E) iii. Prepare Financial Aid Transmittal forms for awarding student stipends and scholarships payments to ensure timely disbursement to award recipients. Submit Financial Aid Transmittal forms to Undergraduate Education Scholarship and Payroll Analyst for review and approval. (E) iv. Consult with appropriate staff of IBP, Dean's office, the Financial Aid Office and/or Student Accounting, as necessary, to resolve problems or to obtain status of student scholarship/stipend payment. (E) v. Research student problems and/or concerns regarding scholarship awards for assigned students. (E)  A7. Correspondence with students regarding: scheduling appointments; reminders of their obligations; acceptance or denial decisions. (E)  A8. Oversee MARC student office, including maintenance of MARC student computer equipment. (E)  A9. Serve as the main contact for assigned students attending scientific conferences, such as the SACNAS (Society for the Advancement of Chicanos and Native Americans in Science) or ABRCMS (Annual Biomedical Research Conference for Minority Students). Arrange hotel and flights, and process travel reimbursements. (E)  A10. Prepare and produce all outreach materials, including web pages, flyers, invitations, programs, certificates, handouts, photographs, admissions documents and other materials. (E)  A11. Assist Director, Academic Administrator, and Faculty in grant and progress report writing. Work with other staff on student admissions, tracking and assessment projects. Creation of data tables. (E)  A12. Assist in preparing budget and prepare financial reports, projections and spreadsheets as directed. Monitor and track expenditures and purchases against approved budget. (E)  A13. Prepare all hiring paperwork including I-9 documentation for program employee positions (e.g. student researchers). Coordinate with the Undergraduate Education Personnel Office. Serve as TRS backup for online timesheets, obtain approvals and submit to personnel office for processing. (E)  A14. Assist with surveys and maintain contact with past program participants. Manage databases of past and current students (E)  A15. Arrange travel and other logistics for extramural summer research experiences for MARC students. (E)

70%

Event and Workshop Planning Coordination

B1. Plan and coordinate all logistics for MARC and COMPASS program activities. Coordinate as needed with URC-Sciences (E)  B2. Collect cost estimates and assemble into a budget. Analyze data to ensure that all costs, and budget as a whole, fall within acceptable limits. (E)  B3. Reserve and organize campus and external venues to accommodate meetings and events, including facility reservations, FSRs (facility service requests), catering orders, decoration orders, transportation, audio visual and other services. (E)  B4. Prepare and produce event materials, including invitation, program, folder inserts, presentation handouts, certificates, meeting handouts, and other materials. (E)  B5. Invite and manage student volunteers. (E)  B6. Oversee logistics for student enrollment in Research Seminar. (E)  B7. Oversee logistics for guest speakers for programs and events, including travel, lodging, catering, location, fliers, and distribution of fliers, itinerary and reimbursements. (E)  B8. Coordinate set-up and breakdown of venues. (E)  B9. Compile and analyze evaluations and any other feedback to use in future planning. (E)

20%

Accounting

C1. In conjunction with the Department of Integrative Biology and Physiology (MARC grant) and the LS Dean's office, manage and monitor assigned program accounting activities. Adhere to accounting policies and procedures to assure conformity to University guidelines, as well as those established by the Office of Financial Operations. Consult with the Office of Financial Operations for assistance with on-line systems (i.e. Bruin Buy and Express Travel) and problems with accounting activities. (E)  C2. Transact university business by preparing low-value orders (LVOs), check requests and reimbursements via on-line Bruin Buy system using correct account information, class codes, and project and object codes. (E)  C3. Prepare appropriate forms using UCLA Express Travel system for the purpose of reimbursing staff and students for business related travel expenses. (E)  C4. Prepare forms such as Recharges and Mail and Document Service Requests. (E)  C5. Organize and maintain accounting files for the individual unit to ensure uniformity, consistency, and efficiency. (E)  C6. Process vendor invoice payments with original invoice forwarded to Accounts Payable and forward copies of ALL accounting documentation (vendor invoices, forms, etc.) to the Office of Financial Operations. (E)  C7. Maintain QUE for the purpose of monitoring transaction activities (i.e. In-progress orders, mismatched orders, etc.) and resolve all mismatched and H&I invoices. Independently investigate and resolve vendor/departmental discrepancies. Consult with the Office of Financial Operations when needed. (E)  C8. Attend quarterly meetings held by the Office of Financial Operations to review new and changing university policies and procedures, Bruin Buy maintenance procedures and other related business. Attend UCLA Training and Development courses as necessary (i.e. Bruin Buy, Express Travel, Connexxus and Office Products). (E)  C9. Attend Accounts Payable and Purchasing Open House sessions for one-on-one assistance to gain additional knowledge of the systems and to help resolve problems or answer questions. (M)

10%

•

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 experience / training

Required

Demonstrated skill and ability in coordinating programs, projects

and activities as demonstrated by creating ideas, determining procedures or courses of action, selecting methods and

implementation an

Required

Demonstrated skill in event planning. Ability to coordinate the

logistics of planning and implementation of small to large scale

events.

Required

Skill in working independently, with initiative and minimum direction, prioritizing assignments and

completing work in a timely manner when there are changes in workload, changes in assignment,

deadlines, and interruptions.

Required

Ability to answer questions, analyze and research information and data, to

solve problems and make sound recommendations applying knowledge of

university's administration, organization, policies procedures and practices

Required

Working knowledge of MARC and URC-Sciences programs, services, and procedures

Preferred

Ability to effectively communicate program information to students, parents, faculty, administrators

and others who might not be familiar with the programs.

Required

knowledge and experience in creating, maintaining and formatting spreadsheets, databases, and

producing correspondence, documents and reports utilizing word processing, spreadsheet,

databases, email and the Internet. Prefer experience using Microsoft Office-Word, Excel, Access,

PowerPoint; FileMaker

Required

Ability to handle and process confidential student, employee and/or faculty information and files

with professionalism and discretion

Required

Working knowledge of the University's on-line purchasing and accounts

payable system (Bruin Buy) and travel system (Express, Connexxus) to

process payments, reimbursements and arrange travel.

Preferred

Writing skills to prepare concise, logical, grammatically correct correspondence, documents and

reports and editing and proofreading skills for content, grammar and tone.

Required

Skill in interacting professionally with a variety of staff, including faculty, administrators,

subordinates, and students.

Required

Demonstrated ability to work as part of a team to include cooperation,

flexibility and respect for ideas and work habits of others.

Required

Must be able to maintain regular schedule and on-time attendance.

Required

Able to work evenings and/or weekends as needed for events (<3 per year)

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.

CANRA: The position is designated as a mandatory reporter under CANRA. The employee must sign the "Statement Acknowledging Requirement to Report Child Abuse".

Clery Act: The position is a designated CSA (Campus Security Authority) under Clery Act requirements.

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

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.