Graduate Student Services Officer

STDT SVC ADVISOR 2 SV (005155)

UCPath Position ID: MI-DPT530000-JC004574-PD168981

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

705135

Approved Date:

5/5/2026 2:03:47 PM

Date Last Edited:

9/28/2026 1:15:13 PM

Last Action Effective Date:

2/13/2024

Organization Details

Business Unit (Location):

LACMP

Organization Code:

8100O

Organization:

GRADUATE EDUCATION ORG                 

Division Code:

8110D

Division:

DIVISION OF GRADUATE EDUCATION DIV     

Department:

530000 - GRADUATE EDUCATION

Position Details

UCPath Position Number:

MI-DPT530000-JC004574-PD168981

Position Description ID

168981

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):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40043573

Reports to Payroll Title:

STDT SVC SUPV 2

UCPath Department Head Position Number:

40043599

Department Head Payroll Title:

STDT SVC MGR 1

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

Academic Services works with over 80 departments, schools, and interdepartmental degree programs; more than 10,000 graduate students; and hundreds of visiting graduate researchers across more than 200 master's and doctoral programs. Under the guidance and supervision of the Manager of Academic Services, this position provides advisement, administrative, and analytical support to ensure accurate and consistent implementation of academic policies issued by the Division of Graduate Education, Academic Senate/Graduate Council, UCOP, and related entities. Primary responsibilities include policy interpretation and advising, processing academic actions and appointments, managing data and records, supporting unit operations, and contributing to short- and long-term projects.

The Division of Graduate Education is redefining how UCLA supports graduate students by building smarter systems, reducing administrative burden, and creating more equitable and efficient pathways for funding, academic progress, and success. As a campus-serving division, DGE partners with faculty, school leadership, and central administrative units to modernize policies, streamline processes, and use data and technology to improve both service delivery and student outcomes. The division supports more than 12,000 master’s, doctoral, and professional students across UCLA’s schools and divisions and plays a key role in advancing the university’s academic mission, research enterprise, and commitment to equity.

Review and Processing of Academic Petitions/Actions

Review, assess, and process petitions, applications, forms, theses and dissertations, and visiting graduate researcher appointments in compliance with University, Graduate Council, Division of Graduate Education, and other applicable policies and procedures.

25%

Advising and

Policy Interpretation

Advise graduate students, visiting graduate researchers, faculty, and staff regarding University, Graduate Council, and Division of Graduate Education regulations and procedures. Interpret complex academic policies and clearly communicate requirements, options, and outcomes to campus stakeholders.

20%

Training,

Outreach, and

Communication

Provide guidance and information through individual consultations, written communications, workshops, and trainings. Deliver virtual, asynchronous, and in-person trainings on academic policies, procedures, and requirements to departments and students.

15%

Exception Review

Analyze requests for exceptions to academic policy and make determinations under delegated authority from the Dean and Associate Deans. Communicate decisions to stakeholders, providing appropriate context and rationale while exercising discretion in sensitive matters.

10%

Case Management

Provide guidance on exceptional or highly sensitive student cases within a customer-service environment. Facilitate case resolution in collaboration with Academic Case Managers, policy and degree progress staff, and internal or external campus units.

10%

Data Management, Analysis, and Reporting

Use institutional information systems to input, cross-check, and analyze data; prepare routine and ad hoc reports related to Academic Services activities; and support audits, internal controls, and accountability efforts.

10%

Unit Operations and Administrative Support

Assist with coordination of daily unit operations, working group activities, and assigned projects. Maintain and update forms, templates, webpages, manuals, and guidance materials used in Academic Services operations.

5%

Project Coordination and Continuous Improvement

Participate in short- and long-range projects; assist with implementation of new or revised policies and procedures; support records retention practices; and recommend process improvements based on operational experience.

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

or equivalent combination of education and experience.

Required

Ability to learn, interpret, analyze, and apply complex academic policies, regulations, and procedures issued by the Academic Senate, Graduate Council, UCOP, and institutional offices.

Required

Skill in advising and communicating with students, faculty, and staff regarding academic requirements and sensitive or confidential matters.

Required

Proficient analytical and problem-solving skills to assess exceptions, evaluate risk, and recommend appropriate actions within established policy frameworks.

Required

Ability to manage competing priorities, meet deadlines, and maintain accuracy and attention to detail in a high-volume, policy-driven environment.

Required

Excellent written and verbal communication skills, including the ability to draft clear correspondence, guidance, and instructional materials.

Required

Proficiency using databases, spreadsheets, and information systems to accurately input, retrieve, analyze, and report data.

Required

Skill in organizing records and documentation and adhering to records retention, compliance, and internal control standards.

Required

Interpersonal skills to work collaboratively within a team and interact diplomatically with diverse stakeholders under pressure.

Required

Ability to prioritize work effectively and exercise sound judgment when handling confidential or sensitive information.

Required

Experience working in academic services, student affairs, or a higher education administrative environment.

Preferred

Ability to develop and deliver trainings or workshops on policies, procedures, or administrative processes.

Preferred

Ability and willingness to work occasional evenings or weekends to support special events or operational needs.

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.

Continued employment contingent upon successful completion of background check

Required

May be required to work occasional evenings and weekends

Required

Required to work at least 6 hours per year at DGE special events

Required

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.