Student Services Advisor 3

STDT SVC ADVISOR 3 (004575)

UCPath Position ID: 40064361

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1121598

Approved Date:

10/16/2025 9:37:21 PM

Date Last Edited:

10/16/2025 9:37:18 PM

Last Action Effective Date:

3/13/2024

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:

40064361

Position Description ID

171154

UC Payroll Title:

STDT SVC ADVISOR 3 (004575)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 19

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

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:

40063412

Reports to Payroll Title:

ADMIN MGR 1

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

The incumbent manages the student affairs for the Physiological Science major in the Department of Integrative Biology and Physiology. The incumbent advises the Chair, Vice Chair of Undergraduate Affairs, Undergraduate Affairs Committee Chair, and the faculty on student and academic affairs issues relative to the Department's undergraduate program and College undergraduate academic programs. Major duties include counseling of students; developing new approaches to planning and

administration; assessing, communicating and recording academic progress; collecting data and offering recommendations for changes in student programs and in formulation of policy and curriculum changes. The incumbent coordinates the College Pre-Professional Advising Services Program.

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.

Undergraduate Advising and Student Affairs

A1. Advise and counsel students on an ongoing basis on the academic programs and requirements for the Physiological Science major. Conduct mandatory meetings with each student once a year to review academic plans. (E) A2. Create and maintain individual student files. (E) A3. Using automated Academic Information System (AIS), add exemptions, major changes, and substitutions to students' Degree Progress Reports, assist students with enrollment and grading problems, and gather information for analyses and surveys. Identify student prerequisites for courses. Approve Change of Major requests and student petitions. Design and initiate effective procedures for approval of petitions. (E) A4. Develop multi-year program plans for current and prospective students. (E) A5. Counsel potential life science transfer students about the diversity of majors for recruitment purposes. Provide strategies for success in transfer. (E) A6. Confirm completion of major requirements and recommendations for departmental honors and highest honors with the Registrars Office. (E) A7. Advise students in academic difficulty on methods for improving academic status. Communicate with the College on individual cases. Initiate academic contracts for students in difficulty. (E) A8. Provide opportunities for students to discuss concerns confidentially. Provide preliminary counseling for students in crisis and refer them to other faculty and campus offices for additional assistance as appropriate. (E) A9. Advise new first year and transfer students at summer orientation about campus life and requirements for the major. Working alone and/or with other life sciences counselors, plan and present individual and group sessions to maximize optimal student adjustment to UCLA. (E) A10. Identify research opportunities in the sciences in other departments as appropriate and inform students. (E) A11. Advise Physiological Science majors on academic preparation, undergraduate and professional school in the life and health sciences, including preparation for careers in medicine, law, pharmacy, dentistry, veterinary medicine, optometry, nursing, physical therapy, osteopathic medicine, and as a physician assistant, as well as masters and Ph.D. programs in life and physical sciences. (E) A12. Confer students on career options and opportunities. Compile and distribute information on potential careers and graduate study. Communicate with other campus offices on career options in the health sciences and other areas. (E) A13. Compile and disseminate information on volunteer and internship opportunities. Develop, design and implement internship opportunities for students with organizations on and off campus. (E)

35%

Undergraduate Advising and Student Affairs

A14. Compose and distribute regular e-mail newsletters to all students including campus opportunities and important deadlines. (E) A15. Administer undergraduate grading process including grade rosters, changes of grades, removals of incomplete grades, late add and late drop forms, and verification of enrollment. Manage enrollment of students in restricted departmental courses. (E) A16. Manage enrollment and records of independent research courses in the department. Advise faculty of options for research courses based on past experience and records. (E) A17. Review transcripts of students from other institutions for course transferability. Determine UCLA equivalencies of life sciences and other science areas, working with faculty and counselors in other departments in the life and physical science. (E)  A18. Identify and recruit qualified applicants for both the Jeannette Duval and Donald Handy Scholarships. Produce application materials, assist and advise faculty in developing award criteria, coordinate review of files by faculty, process the final award, and communicate with donors. (E) A19. Identify and recruit qualified applicants for the Physiological Science Outstanding Senior Award. Produce application materials, advise Undergraduate Affairs Committee in developing award criteria, coordinate review of files by faculty, and process the final award. (E) A20. Attend Department Counselors Meeting annually, and other campus-wide meetings concerned with undergraduate counseling as the representative of the Department. Present new information for the Life Sciences or graduate and professional schools when necessary. (E)  A21. Coordinate the annual departmental Undergraduate Poster Session. Recruit students, select venue and catering, organize set-up, recruit faculty to judge the posters, coordinate the voting, and process the top three awards. (E) A22. Assist with commencement planning and implementation. Create the program, process senior surveys and participation forms, and assist with on-site management of event. (E) A23. Supervise commencement ticket distribution, and prepare statistics on commencement participation. (E) A24. Supervise occasional student/work-study worker as required. (E) A25. Plan and organize quarterly workshops or events to aid student career development and foster inclusive learning environment. (E)

30%

Institutional Relations

B1. Develop and maintain constructive and productive working relationships with departmental counselors, especially those in the life and physical sciences, as well as those in other departments and in the College. (E) B2. Propose, plan and implement, and supervise appropriate career-related events for Life Science students. Recruit speakers, design workshops and communicate with private sector employment representatives. Develop and monitor event budgets. (E) B3. Accurately and clearly advocate for and represent the department in College and other interdepartmental meetings. (E) B4. Attend and participate in the National Association for Advisors in the Health Professions (NAAHP) and Western Association for the Advisors in the Health Professions (WAAHP) conferences for pre-health advisors. Provide campus updates for training wit knowledge acquired from these professional meetings. (E) B5. Attend and participate in the annual UC Counselor's Conference. Network with counselors from other campuses, and implement new programs when appropriate or necessary. (E) B6. Develop and implement community college outreach and recruitment activities and events. Develop and maintain effective and productive relationships with community college counselors and faculty as required to further transfers of well-prepared students. (E) B7. Advise the Alpha Eps., Delta Pre-Health Honor Society on campus. Ensure the group follows the established rules, regulations and policies set forth by the national AED foundation. Provide guidance and mediation when needed. Attend meetings or special events when possible. Maintain integrity of the academic information that is disseminated through the group. Liaison with health care industry professionals. (E)

15%

Instructional Planning and Administration

C1. Advise faculty on enhancements and changes to University, College and major requirements. Generate statistical information and reports for Chair, Undergraduate Affairs Committee Chair, and the faculty. (E) C2. Attend Undergraduate Affairs Committee meetings, and serve as a resource to the committee on the full range of academic matters related to the major, course scheduling, and undergraduate education at UCLA. Participate in discussions and decisions on teaching assignments with the departmental chair, vice-chair, and other faculty who also represent the Life Sciences Core and the two graduate programs. Provide enrollment data from previous years, and make recommendations for elective offerings. Communicate student needs to faculty as input for curriculum and course changes. (E) C3. Identify specialized curricular needs and present to faculty with recommendations for action. (E) C4. Compose letters, forms, brochures and other materials on departmental academic programs for faculty use and consultation. (E) C5. Communicate with other academic entities on the campus to assure accurate and timely flow of information. Act as department liaison on undergraduate issues to other student affairs personnel on the campus, promoting effective procedures across the full range of student advising, records and processes. (E) C6. Manage department web site, working with Life Science South Administration web manager to present accurate and effective sites. Compose text, tables, and other explanatory material and research appropriate links to organizations on and off campus. Develop and maintain resources page for undergraduate students. (E) C7. Attend full faculty meetings to provide undergraduate program perspective. Report on campus-wide undergraduate program issues, and propose solutions or alternatives that fit the goals of the department. (E) C8. Prepare and process undergraduate course/academic program revision proposals. Follow Faculty Executive Committee guidelines and advise faculty on creation of new courses, or changes to current course information. Compose correspondence and expository text explaining curricular revision proposals. (E)  C9. Coordinate and monitor enrollment for Summer Sessions for UCLA and non-UCLA students. Assist the CAO in developing long-range summer session programming to maximize revenue sharing from summer session income. Advise faculty on course offerings. (E)

10%

Pre-Professional Advising Services Program Coordination

D1. With a high level of independent responsibility and autonomy, acquire, maintain and disseminate up to date pre-health program planning information to the College and its counselors, including departmental counselors and other University staff. Act as the recognized campus-wide primary authority on pre-health/pre-professional planning. Apprise the Assistant Vice Provost for Undergraduate Education, advising the College on all pre-health issues for UCLA. (E) D2. Serve as a resource to counselors to provide accurate and current pre-health program planning information for the following academic/service units: Career Center; 75 academic departments; College Honors & Undergraduate Programs; AAP; Honors; Athletics; and College Counseling Assistants. Act as a resource for information for individual counselors, and initiate periodic refresher training as needed. Work especially closely with undergraduate counselors in the life and physical sciences to ensure a high level of knowledge, promoting accurate and effective pre-health/pre-professional counseling. (E) D3. Manage accuracy of academic information for pre-professional planning on the UCLA Career Center web site, and archive and maintain old program planning information. Work with the Career Center Pre-professional Services supervisor to update curriculum reference materials, and maintain current information for student groups. (E) D4. Attend annual national pre-health advisor's conferences (National Association for Advisors in the Health Professions; Western Association for the Advisors in the Health Professions) as a representative of UCLA pre-professional counseling. Act as liaison with representatives from other universities in order to maintain current academic pre-requisites for the campus. (E) D5. Attend College Counseling Directors meetings when appropriate to provide updates on pre-health issues. (E) D6. Communicate and liaison directly with health science professional schools across the nation. Verify and update applicability of new UCLA courses on pre-health curriculum, and keep current with any preparation changes. Maintain records of all communication. (E) D7. Create and maintain budget for pre-health peer counseling program. (E) D8. Advise students with majors outside the life and physical sciences on academic preparation for graduate and professional school in the life and health sciences, delegating students from certain majors to other life science counselors. (E)

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

Advising and counseling students

Preferred

Working knowledge of campus enrollment policies, computing systems and

procedures

Preferred

Detailed knowledge of general academic requirements and regulations for

undergraduate students

Required

Skill in analyzing information, problems, situations, practices or procedures to

define the problem or objective; identify relevant concerns or factors; identify

patterns, tendencies, and relationships; formulate logical and objective

conclusions

Required

Skill in employing fundamental counseling techniques with sensitivity; ability

to establish rapport and gain the trust of others; skill in listening perceptively

Required

Skill in negotiating: exchanging ideas, information and options with others to

formulate policies and progreams, and/or arrive jointly at decisions, conclusions

or solutions

Required

Skill in writing logical, concise, clear, and grammatically correct

communications, including correspondence, reports, booklets, memoranda,

proposals, letters, surveys, statistical studies and projections.

Required

Skill in advising students on complex information under difficult conditions

and providing multiple options

Required

Ability to hold records, examinations and other materials in complete

confidence. Knowledge of privacy regulations

Required

Knowledge of campus student services and other resources to appropriately

refer individuals to the correct agency

Preferred

Ability to synthesize information and present it to faculty and administrative

staff members in order to maintain consistency within the program and to

develop new policies

Required

Ability to effectively work with faculty, students, University staff, and public

Required

Comprehensive knowledge of Summer Sessions policy and programs.

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.

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

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.