Graduate Student Services Advisor

STDT SVC ADVISOR 2 SV (005155)

UCPath Position ID: TBD_941023

Position Description History/Status

Approved Date:

2/17/2026 6:21:05 PM

Date Last Edited:

2/17/2026 6:21:03 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:

016000 - ELECTRICAL AND COMPUTER ENGINEERING

Position Details

UCPath Position Number:

TBD_941023

Position Description ID

252453

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:

40048167

Reports to Payroll Title:

STDT SVC ADVISOR 3

UCPath Department Head Position Number:

40054676

Department Head Payroll Title:

ADMIN MGR 1

GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines.

POSITION SUMMARY

The Office of Graduate Student Affairs (OGSA) in the UCLA Department of Electrical and Computer Engineering (ECE) supports the academic progress and success of the department's M.S. and Ph.D. students by providing comprehensive, student-centered advising and essential academic operations support. OGSA manages the full graduate student lifecycle—including admissions, orientation, academic advising, funding coordination, degree progress, and graduation—while ensuring compliance with university policies and maintaining effective administrative processes. The office also oversees departmental course scheduling and coordination of graduate student milestone events.

Under the general supervision of the Student Affairs Manager, the Graduate Student Services Advisor serves as a primary, in-person point of contact for graduate students and a trusted resource for faculty and staff. This position requires a strong on-site presence to effectively advise students, address complex academic and employment matters, and support time-sensitive operational functions. The incumbent provides direct advising on academic requirements, policies, and procedures while managing critical operational responsibilities related to course scheduling, Academic Student Employee (ASE) appointments, funding coordination, and data tracking.

Consistent face-to-face interaction with students is essential to this role, as many advising needs—including degree planning, funding and employment discussions, and policy interpretation—require personalized guidance, immediate problem-solving, and close coordination with faculty and campus partners. Operational responsibilities are integral to ensuring a seamless and equitable student experience.

Los Angeles is a global city renowned for its dynamism, robust economy, rich cultural diversity and spectacular climate. UCLA has been ranked the No. 1 public university in the nation by U.S. News & World Report for five straight years. UCLA Samueli is a tightly-knit community with more than 6,500 undergraduate and graduate students, nearly 200 full-time faculty members, and is in the midst of its largest growth since the school was founded in 1945. The school is consistently ranked in the top 10 among U.S. public engineering schools and its master’s online program is ranked No. 1 overall by U.S. News & World Report. UCLA Samueli is known as the birthplace of the internet, and where countless other fields took some of their first steps – from artificial intelligence to reverse osmosis, from mobile communications to human prosthetics. UCLA Samueli is deeply committed to diversifying the ranks of its faculty, staff and students, and to providing an equitable and inclusive environment for all its members.

Scheduling and Academic Operations

1. Coordinate the development and maintenance of the department’s annual academic teaching schedule for undergraduate and graduate programs, ensuring course sequencing supports timely degree completion. 2. Communicate closely with faculty and lecturers—primarily through direct consultation—to resolve scheduling conflicts and identify alternative course options. 3. Review course offerings to ensure required undergraduate and graduate courses are offered appropriately, without overlap, and aligned with enrollment targets and curriculum requirements. 4. Advise department leadership on course frequency, instructional needs, and academic planning considerations. 5. Collaborate closely with the Henry Samueli School of Engineering and Applied Science Office of Academic and Student Affairs (OASA) on scheduling and enrollment matters. 6. Manage Summer Sessions course offerings, including ASE assignments, enrollment monitoring, instructional modality adjustments, and course cancellations when minimum enrollment thresholds are not met.

40%

Academic Student Employee (ASE) Program Administration

1. Manage all aspects of the ECE Teaching Academic Apprentice Program, including recruitment, application review, selection, assignment, onboarding, orientation, and assessment of TAs, Readers, Special Readers, and Tutors. 2. Coordinate ASE appointments in collaboration with faculty, the Department Chair, Vice Chair, and Student Affairs leadership, often requiring in-person consultation and coordination. 3. Ensure timely processing of ASE fee remissions and deferrals in compliance with Graduate Division deadlines, and communicate directly with student employees regarding appointment details and requirements. 4. Maintain comprehensive ASE databases, including current and historical employment records, course assignments, experience levels, salary rates, and evaluation results. 5. Prepare and issue ASE employment documentation in compliance with applicable collective bargaining agreements between UC and UAW. 6. Coordinate faculty evaluations of TAs and Readers and document assessments as required. 7. Serve as the department’s teaching evaluation coordinator for instructors and ASEs.

30%

Student Advising and Support (In-Person Focus)

1. Serve as a primary, on-site academic advisor for ECE M.S. and Ph.D. students, providing face-to-face advising on degree requirements, academic policies, and departmental procedures. 2. Respond to student inquiries related to academic programs, fellowships, courses, fees, funding, and degree progress, with an emphasis on in-person consultations when appropriate. 3. Maintain regular office hours and availability to support walk-in and scheduled student advising needs. 4. Establish, maintain, and audit graduate student academic records to ensure accuracy, compliance, and timely student support. 5. Coordinate all aspects of Ph.D. preliminary examinations, including eligibility verification and scheduling. 6. Support graduate student orientation, recruitment events, and Engineering commencement activities, which require on-site coordination and student engagement. 7. Provide direct assistance to students, faculty, and lecturers regarding access to UCLA academic and administrative systems.

25%

Graduate Admissions and Recruitment

1. Serve as an informational resource for prospective graduate applicants regarding ECE programs and application procedures. 2. Coordinate graduate student orientation and recruitment activities that require on-site planning and student engagement. 3. Liaise with the UCLA Admissions Office to support timely application processing and decision workflows. 4. Maintain online application materials and departmental student databases. 5. Prepare and organize application files for faculty admissions committee review.

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

in related area and/or equivalent combination of education and experience/training

Required

3 years

Experience in higher education student services, academic advising, or academic program administration

Required

And

3 years

Experience interpreting and applying university academic policies and procedures

Required

And

3 years

Experience administering academic student employment programs (e.g., TAs, Readers, Tutors) or similar complex employment/funding programs

Preferred

Or

3 years

Experience coordinating course scheduling, enrollment management, or academic operations

Preferred

Or

3 years

Experience working in a unionized environment or with collective bargaining agreements

Preferred

Or

3 years

Experience using student information systems and maintaining complex tracking databases

Preferred

Strong analytical skills to interpret policies, identify issues, and recommend appropriate solutions.

Required

Skill in advising students on complex academic, employment, and funding matters with sound judgment and discretion.

Required

Skill in managing multiple deadlines and high-volume administrative processes with accuracy and attention to detail.

Required

Strong written communication skills for professional correspondence, documentation, and policy interpretation.

Required

Strong verbal communication and interpersonal skills to effectively interact with students, faculty, and administrators.

Required

Skill in data tracking, reporting, and maintaining accurate records.

Required

Skill in using standard office software and enterprise systems (e.g., student records, payroll, scheduling platforms).

Required

Knowledge of university-level academic advising practices and student services delivery models, preferably in a graduate education environment.

Preferred

Knowledge of academic policies, degree requirements, and student progression standards.

Preferred

Knowledge of Academic Student Employee (ASE) appointment processes, fee remissions, and employment administration.

Preferred

Knowledge of collective bargaining agreements and unionized employment environments (e.g., UC/UAW), or ability to quickly learn and apply contractual provisions.

Preferred

Knowledge of course scheduling processes and enrollment management principles in a higher education setting.

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".

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

5th floor, ENGINEER IV Bldg

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.