Student Services Advisor 2

STDT SVC ADVISOR 2 SV (005155)

UCPath Position ID: TBD_1000572

Position Description History/Status

Approved Date:

10/14/2026 3:10:09 PM

Date Last Edited:

10/14/2026 3:10:07 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:

019000 - MATERIALS SCIENCE AND ENGINEERING

Position Details

UCPath Position Number:

TBD_1000572

Position Description ID

265745

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:

40109301

Reports to Payroll Title:

ADMIN SUPV 2

UCPath Department Head Position Number:

40040262

Department Head Payroll Title:

PROFESSOR/CHAIR

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

Under the general direction of the Chair, Vice Chair, and MSO, manage the functions of the Materials Science and Engineering Department (MS&E) Graduate Student Program for master's and doctoral students, including the fiscal management of graduate funds for student support. Administer the graduate admissions process, interpret policies and procedures, and provide counseling in the areas of University and Department admission requirements and specific Materials Science and Engineering program requirements, registration and enrollment, degree procedures, and student financial support. Coordinate graduate written and oral exams from scheduling to room reservations for the exams. Act as the Materials Science and Engineering representative to students, faculty advisers, Graduate Division, Student Accounting, Registrar's Office, and Samueli School of Engineering Office of Academic & Student Affairs. Coordinate the annual new graduate student recruitment visit and orientation, assist with the Samueli School of Engineering Graduate Open House and Commencement, and support professional society events or undergraduate outreach programs as appropriate. Maintain the department website as it pertains to student services and ensure the integrity of online computer systems related to all graduate student activities. Work with Samueli School of Engineering Office of Academic and Student Affairs & Registrar's Office to schedule courses for the graduate programs and coordinate course evaluations. Assist with the administration of surveys, collection of student progress data, and generation of statistics for departmental or school-wide reporting. In charge of Visiting students and Visiting Scholar procedures and coordinate work with the ABET Chair in gathering data and preparing documentation quarterly for ABET Accreditation of the undergraduate program. Independently support undergraduate program activities as needed, including curriculum planning, orientation, commencement, and course scheduling assistance. Other duties assigned as needed.

Graduate Student Affairs

1.Establish, maintain, and update accurate records, files, databases, and documentation for M.S. and Ph.D. students and graduate program activities. 2.Advise graduate students on program requirements, admissions criteria, academic policies, procedures, and degree completion expectations. 3.Respond to graduate admissions inquiries, support recruitment activities, and process admission deferral requests in accordance with established policies. 4.Monitor student enrollment, GPA, advancement to candidacy, degree milestones, and academic progress to ensure timely degree completion and compliance with program requirements. 5.Maintain and update the Graduate Student Manual and communicate policies, procedures, deadlines, and requirements to  students and faculty. 6.Coordinate graduate student orientation, recruitment visits, admissions events, and departmental academic seminars; assist with preparing and distributing weekly seminar announcements. 7.Review and process graduate student forms, petitions, fellowships, leaves of absence, enrollment requests, transfer credit requests, and advancement-to-candidacy documentation in accordance with University and departmental policies. 8.Coordinate M.S. comprehensive examinations, Ph.D. preliminary written examinations, and departmental oral examinations, including scheduling, announcements, examination materials, and sign-up procedures. 9.Advise students on M.S. thesis and Ph.D. dissertation filing requirements, submission procedures, deadlines, and related academic milestones. 10.Verify and certify completion of M.S. and Ph.D. degree requirements across five major fields of study in accordance with applicable academic regulations. 11.Interpret and communicate University, school, Graduate Division, and departmental policies and regulations to students and faculty, ensuring accurate documentation and consistent application of requirements. 12.Review academic probation cases, monitor student performance, and coordinate appropriate follow-up actions with faculty and program leadership in accordance with established policies and procedures. 13.Coordinate with the Division of Graduate Education (DGE) on the annual graduate student evaluation process, including preparing and distributing evaluation forms and email communications, communicating deadlines, tracking submissions, and following up as needed. 14.Serve as a liaison with Graduate Division, the Dashew Center for International Students and Scholars (formerly OISS), and other campus offices to support international students, address financial and leave-related concerns, coordinate graduate housing allocations, and resolve student services matters. 15.Collect and maintain quarterly data for ABET accreditation activities in collaboration with the committee chair and support the Academic Senate eight-year review of the graduate program. 16.Prepare correspondence, memoranda, announcements, examination flyers, and deadline reminders; maintain and update the MSE website with relevant graduate student activities, events, and program information; and provide administrative support for commencement activities, including graduate student lineup at the Samueli School of Engineering ceremony.

30%

Admissions

1.Provide information and interpret policies and procedures to prospective students regarding the suitability of the program to their needs. 2.Ensure integrity of online admissions database. Track and counsel applicants who are eligible for various funding opportunities, and oversee the graduate admissions process for a large applicant pool. 3.Ensure that supplementary documents which accompany University applications are complete and current. 4.Establish paper and computer databases to track disposition of student admissions requests, and develop and maintain applicant databases to track application status, funding offers, and academic records. 5.Facilitate the work of the Department Admissions Committee by ensuring that all applicant files are complete according to University and Department requirements. Calculate the significance of overall and major GPA; receive, record, and review GRE and TOEFL scores with an understanding of their significance. Alert the committee to unusual and/or outstanding circumstances in a student file that would impact decisions, and assist in coordinating application review workflows, admission decisions, and applicant communications. 6.Plan, coordinate, and direct all aspects of the annual MS&E Department new graduate student orientation and recruitment visits, including organizing recruitment events and departmental award or recognition ceremonies. 7.Represent the department to the UCLA Graduate Division during the admissions cycle to facilitate the timely processing of applications. Meet deadlines, resolve questions and concerns, troubleshoot problems, and provide continuity. 8.Seek and recommend prospective students and continuing students whose interests coincide through an understanding and knowledge of the research programs of the faculty. 9.Access and interpret student information contained in university online systems, such as the Student Information System (SIS) and Bruin Financial Aid (BFA) databases, to supplement hard copy files. 10.Ensure the integrity of information in the Graduate Admissions Office by monitoring and correcting discrepancies, omissions, and errors on a continuing basis. 11.Evaluate foreign transcripts and credentials for compliance with UCLA and Department standards. 12.Administer the fellowship/research assistantship program for new students from faculty recommendation and forms processing through procedures for acceptance. 13.Maintain accurate statistics on student information, and prepare admissions-related reports and summaries for departmental planning and review.

20%

Counseling

1. Provide counseling to students regarding requirements and expectations for the department's academic programs. 2. Counsel and suggest options to student applicants for problem cases and denial. Counsel minority applicants and fellowship candidates. 3. Provide students with alternative solutions to academic, financial, and personal problems pertinent to their academic progress. Refer them to appropriate University offices or outside agencies. 4. Advise prospective TA's about the SPEAK Exam requirements and provide them with pertinent information. 5. Counsel applicants with problems or rejected applicants explaining possible future courses of action and options. 6. Schedule individual meetings with students as needed. 7. Counsel graduate students on program requirements, policy compliance, and course selection. 8.Provide guidance on visa status, international student issues, and work authorization processes. 9.Advise students on TA/Reader assignments, funding opportunities, and academic workload. 10. Serve as liaison for student groups and communicate policies in compliance with department goals.

20%

Financial Management

1.Manage department fellowship funds by working with Department Fellowship Committee to allocate fellowships, scholarships, non-resident tuition waivers, and special awards to new and continuing graduate students, including relocation expenses, and assist in managing  graduate student funding budget. 2.Administer the TA application process in conjunction with the Graduate Vice Chair and coordinate TA assignments, including balancing TA FTE assignments in collaboration with the Department Chair, MSO, and Undergraduate Vice Chair. 3.Prepare award transmittals for TAs and GSRs’ benefits. 4.Prepare remission rosters, NRT rosters, ATC supplemental rosters for Graduate Division and process fee deferrals as necessary. 5.Create and maintain funding spreadsheets and monitor expenditures to ensure that account balances are accurate. Review biweekly reports from the student support office on department allocations for accuracy, and design and maintain advanced projection tools to forecast, track, and reconcile teaching and fellowship allocations. 6.Prepare department allocation expense nominations for Graduate Division and student support office, and ensure that students have completed all necessary documentation to receive awards. 7.Coordinate committee meetings to discuss fellowship allocations for new and continuing students. Provide detailed data spreadsheets for meetings. 8.Send out announcements to students regarding funding opportunities. 9.Assist with allocation of instructional budget for TAs, Readers, and fellowships, monitor and manage comprehensive graduate student financial support packages (fellowships, assistantships, and awards), and ensure compliance with university and employment policies for domestic and international students. 10.Identify and process selections of outstanding and minority applicants for competitive funding opportunities, including Cota Robles, GOFP, stipends, and interdepartmental fellowships.

10%

Student Recruitment

1.Coordinate recruitment activities in consultation with the Department Chair, Graduate Vice Chair and faculty. 2.Based on knowledge of need, provide data to facilitate the selection of prospective graduate students. 3.Identify top universities with MS departments nationwide. Contact departments to determine and gather statistics on financial support offered. Make recommendations for competitive support and help to identify fellowship and minority fellowship candidates through mail, telephone calls, email, and by arranging for visits to the department. 4.Engage in engineering outreach events to attract prospective students to the MS&E Department. 5.Arrange meetings among faculty and continuing students with recruitment candidates. 6.Manage the recruiting funds and process documents for recruitment candidates. 7.Document recruitment activities into year-end reports and request future funds based on previous experience. 8.Plan and organize recruitment events such as Graduate Open House, Engineering Welcome Days, and New Student Orientation, including departmental recruitment events and award or recognition ceremonies. 9.Prepare marketing materials, handouts, flyers, and presentation slides for recruitment events.10.Track attendance, collect feedback, and report recruitment statistics, and assist in coordinating applicant communications and admissions-related outreach. 11.Oversee recruitment efforts in conjunction with the graduate admissions process, ensuring coordination between recruitment, application review, and admission decisions. 12.Develop and maintain applicant and recruitment databases to track prospective student engagement, application status, funding offers, and academic records.

10%

Office Administration

1. Make sure faculty submit their grade rosters on time and process any incomplete or grade changes. 2. Coordinate the teaching evaluation process for all MS&E courses and send out the results of the teaching evaluations to faculty and TA. 3. In consultation with the Vice Chair and MSO, schedule classes on a quarterly basis for the graduate program. 4. Compile statistical reports on all aspects of the graduate student program including degrees awarded, student enrollment, and admissions for annual report to the department chairman and outside agencies. 5. Assist to update the Samueli School of Engineering announcement and General Catalog annually to reflect current MS&E information. 6. Compile information for Samueli School of Engineering student affairs office for production of annual commencement program and distribution of commencement ceremony invitations. 7. Ensure that recruitment materials (brochures, forms, program of study) are readily available and updated. 8. Oversee the maintenance of graduate student mailboxes to ensure daily distribution and periodic purging. 9. Identify problems and recommend improvements to Samueli School of Engineering programmers on the admissions and the continuing student databases. 10. Work in collaboration with the faculty and MSO to advise and recommend policy changes and updating of student services. 11. Confer with the Associate Dean and Vice Chair to advise and recommend policy changes, identify problem areas, and evaluate the effectiveness of procedures. 12. Provide back-up support and assistance to the department MSO and staff as needed. 13. Maintain the MS&E Department website pertaining to information for the Students. 14. Serve as liaison for student groups by assisting with funding requests, invoice preparation, and coordination of academic and student events. 15. Provide operational support related to TA and Reader assignments and graduate student employment issues, including GSR allocations and grievance resolution as needed.

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 combination of education and experience/training

Required

Working knowledge of university policies and procedures pertaining to graduate student affairs. Detailed knowledge of graduate degree program in Materials Science and Engineering.

Preferred

Detailed knowledge of UCLA AIS online database systems relating to student information. Detailed knowledge of specialized HSSEAS student online database systems.

Preferred

Ability to interpret policies and procedures and to use them effectively. Demonstrated effectiveness in interpersonal skills.

Preferred

Demonstrated ability to work independently, use initiative and follow-through. Demonstrated written communication skills to prepare concise, logically, grammatically correct reports, correspondence, policies, and procedures.

Required

Demonstrated ability to manage simultaneously a wide range of active projects and responsibilities, to perform a variety of duties, and to change from one task to another as necessary.

Required

Demonstrated ability to set and meet deadlines and to set goals and achieve results. Prioritize to attain department goals and objectives in relation to the graduate program.

Required

Demonstrated ability in Microsoft Office (Excel, Access, Word, PowerPoint and Publisher); and some knowledge of web design, Google box, sheet, form, and Drive.

Required

Demonstrated ability to represent the department publicly about the graduate program in Materials Science and Engineering to groups such as potential students, faculty, and others as required.

Required

Ability to calculate and interpret students' scores nationally and internationally. Accounting ability to reconcile and balance funding and provide accurate reports.

Preferred

Demonstrated counseling skills to handle difficult issues such as denial of admission, exam failures, and probation or termination with sensitivity.

Required

Organizational skills to maintain up-to-date paper documentation and computer documentation.  Skill in writing grammatically correct correspondence such as transmittal memoranda and internal operating procedures, as well as preparing reports, policies, and procedural documentation.

Required

Working knowledge of SLATE Graduate Admissions System.

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.

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".

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

2121 Engineering V

Standing/Walking

X

X

Sitting

X

X

Bending/Stooping

X

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.