Student Services Advisor 2 SV

STDT SVC ADVISOR 2 SV (005155)

UCPath Position ID: TBD_1000304

Position Description History/Status

Approved Date:

8/21/2026 5:57:21 PM

Date Last Edited:

8/21/2026 5:57:18 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

2400O

Organization:

UCLA FIELDING SCHOOL OF PUBLIC HEALTH  

Division Code:

2410D

Division:

PUBLIC HEALTH DIV                      

Department:

191500 - PUBLIC HEALTH

Position Details

UCPath Position Number:

TBD_1000304

Position Description ID

263611

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)

0.01

SUPERVISION

UCPath Reports to Position Number:

40982380

Reports to Payroll Title:

Student Services Advisor 4

UCPath Department Head Position Number:

40053052

Department Head Payroll Title:

Admin Manager 2

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

The Student Services Advisor (SSA) provides student services and assists with academic advising, recruitment, admissions, and special projects as needed; updates student-related materials and resources; and advises or refers students to campus resources as needed. The Student Services Advisor has direct responsibility for all graduate and undergraduate course scheduling in the Fielding School of Public Health and serves as the primary liaison between FSPH and campus units when reserving space for classes and events. The incumbent prepares quarterly and summer schedules of class offerings based on School and departmental course listings, enrollment trends, and faculty availability. The SSA will disseminate information regarding class times, room numbers, and faculty office hours. The SSA will support the administrative functions of the FSPH Office of Undergraduate Student Services. Duties include responsibility for staffing the office's front desk; providing administrative support to the unit; managing inquiries with students, faculty, and other campus units; and maintaining the undergraduate student services office. The incumbent will assist in coordinating events, including large-scale events (e.g., orientation and Commencement), and update the Office of Undergraduate Student Services website. The SSA may supervise up to four Work-Study student employees.

The UCLA Fielding School of Public Health aims to build health and equity and to drive positive change for all people.  We act on this mission through initiatives in three core areas: education, discovery, and service.  In each of these realms, we affirm our commitment to developing leaders and evidence-based solutions, and to working in partnership with communities to promote health and well-being in ways that are innovative, respectful, and inclusive.

Course Scheduling Coordination

1.  Schedules all FSPH undergraduate and graduate courses according to University policies and regulations.

2.  Collaborates with School and departmental staff to draft annual and quarterly schedules of classes, seminars, and special events, with consideration for

     faculty leaves, preferences, and course load, as well as classroom availability and enrollment trends/numbers.

3.  Resolves time conflicts and reassigns classrooms as needed.

4.  Inputs all courses into the UCLA scheduling system for classroom assignments.

5.  Coordinates with other Health Sciences Schools and departments to place FSPH classes in Center for Health Sciences classrooms using the Ad Astra

     Room Reservation System.

6.  Independently secures appropriate classrooms with consideration for Registrar's Office requirements and restrictions; other Health Sciences Schools'

     scheduling needs; and equipment/facility needs.

7.  Consults with the Registrar’s Office concerning classroom placements and advises faculty or senior-level leadership on options.

8.  In collaboration with campus and School leadership, develops new policies and procedures for scheduling FSPH courses and venues.

9.  Coordinates scheduling of all courses under the Public Health and FSPH departmental subject areas.

10. Coordinates with other academic departments to schedule cross-listed and room-shared courses.

11. Provides information to faculty and instructors about scheduling procedures and practices, and enrollment needs.

12. Inputs variable topic descriptions in CMS.

13. Processes requests for special class sessions, including midterms and study sessions.

14. Designs and distributes marketing materials for Summer Sessions offerings to maximize summer revenue for departments.

15. Requests data from relevant campus offices related to room usage, class scheduling etc. for reports reviewed by FSPH leadership.

16. Facilitates with departments on enrollment and different use of classroom space to establish yearly scheduling timelines and deadlines.

40%

Student Services Advising

1. Provides student services support to undergraduate students.

2. Advises and counsels students and refers to appropriate resources and offices.

3. Serves as a liaison between FSPH and campus entities, providing referrals and advising to students.

4. Fields student questions related to registration and enrollment (e.g., holds, PTE numbers, etc.) and resolves scheduling conflicts.

5. Works with key internal and external entities as it relates to student affairs programs and activities.

6. Provides advice and assistance to students on academic degree programs.

7. Assists with recruitment and admissions events as needed.

8. Provides information to students regarding policies and procedures on student conduct.

9. Manages undergraduate student listservs, including membership, quarterly purge of graduated student email addresses, and timely approval of

    appropriate messages.

30%

Student Services Administration and Event Coordination

1. Manages front office area to ensure staff coverage and professionalism during regular business hours.

2. Greets, assists, and refers visitors to appropriate offices.

3. Answers, screens, and directs phone calls from the unit’s main phone line and directs inquiries as appropriate.

4. Manages the office’s overall appearance, including organizing and cleaning the main office and other common spaces to create a professional and 

    welcoming environment for students.

5. Maintains departmental office and instructional equipment, such as copiers, data projectors, laptops, and printers. Initiates repair and service

    requests as necessary.

6. Ensures adequate office and equipment (copier, printer) supplies for staff use.

7. Prepares, processes and tracks catering orders, reimbursements, and purchases.

8. Provides administrative assistance to the Undergraduate Student Services team, including preparing materials and supplies for recruitment,

    Commencement, and other events and programs.

9. In collaboration with the Assistant Dean, Director, and Student Services Advisors, plans and coordinates student initiatives, programs, and activities 

    sponsored by the Undergraduate Student Services Office.

10. Assists with large-scale events like Orientation and Commencement.

11. Updates the Undergraduate Student Services website as needed.

12. Hires, trains, supervises, assigns work to, and evaluates student workers to ensure smooth front office operations.

13. Performs a wide range of office duties and other duties as assigned.

30%

•

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

1-3 years of related work experience; or an equivalent combination of education and experience.

Preferred

Experience working in student services/affairs or a university setting.

Required

Knowledge of University policies and procedures.

Preferred

Computer proficiency to operate a personal computer and skills in a Windows environment, using programs such as Microsoft Word, Excel, and Outlook.

Required

OASIS, Google applications, and other graphic/database software programs.

Required

Ability to coordinate special events, including securing locations, planning menus, working with caterers and vendors.

Required

Ability to identify and resolve problems as well as use sound judgment, critical thinking, and discretion in decision-making.

Required

Excellent interpersonal skills to work effectively with students, faculty, staff and alumni.

Required

Excellent oral and written communication skills to present information clearly and effectively to individuals and groups.

Required

Ability to multitask and handle changing priorities and conflicting deadlines under general guidance and supervision.

Required

Ability to interact effectively with a diverse population including students, faculty, administrators, family members, and the general community, from a variety of cultural, educational, and socioeconomic backgrounds.

Required

Demonstrated knowledge of and sensitivity to the needs of university students from diverse backgrounds.

Required

Knowledge of student advising and counseling.

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

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

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Public Health, 16-059 CHS

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.