Lead Undergraduate Student Affairs Officer

STDT SVC ADVISOR 3 (004575)

UCPath Position ID: 40941972

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1135083

Approved Date:

10/24/2025 5:43:13 PM

Date Last Edited:

10/24/2025 5:42:58 PM

Last Action Effective Date:

7/21/2022

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE

Division Code:

1340D

Division:

L&S PHYSICAL SCIENCES

Department:

098000 - CHEMISTRY AND BIOCHEMISTRY

Position Details

UCPath Position Number:

40941972

Position Description ID

167297

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:

40058159

Reports to Payroll Title:

STDT SVC SUPV 2

UCPath Department Head Position Number:

40831819

Department Head Payroll Title:

ADMIN MGR 2

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 Undergraduate Student Affairs Supervisor oversees undergraduate student affairs in four distinct disciplines and specialties. Under the general direction of the Student Affairs Manager and the Chief Administrative Officer, provide leadership and exercise initiative and creativity in developing goals, activities and services to achieve the overall objectives of the Undergraduate program. Serve as a liaison between the Undergrad Office, Scheduling Office, and Financial Aid Office.. Help manage, , coordinate, plan, develop, implement, and modify policies and procedures for efficient operation of services. Review and exercise department authority in granting exceptions for all undergraduate petitions, substitutions, exemptions, completion of degree documents, acceptable transfer credits, and re-admissions. Manage issues relating to undergraduate financial aid, academic advising, orientations, awards, scheduling, commencement, enrollment, and related activities. Exercise independent judgment and exercise creativity to identify issues, interpret policy and procedures, recommend and implement improvements and meet operational goals of the unit. Supervise and manage a staff of one Student Affairs Officer II and one student worker. Establish unit goals and objectives and implement programs to ensure effective and efficient provision of services to students, faculty, and other staff. The Department of Chemistry and Biochemistry is one of the largest academic departments on campus, accommodating approximately 20,000 enrollments in service to the Campus and 1,500 enrollments in courses for department majors and graduate students.

Management and Planning

Develop long-range strategic planning for comprehensive advising programs and services.  Support the mission, goals, and objectives of the department and Undergraduate Office. Supervise the administrative operation of the unit to ensure the provision of effective and efficient customer service. Set and uphold professional expectations and standards for staff. Manage and supervise performance of one Student Affairs Officer II (1 FTE) and one student worker. Establish work parameters and write job descriptions; hire; assign work; evaluate performance; lead the progressive discipline and grievance resolution processes, in consultation with the CAO and Human Resources Manager. Adjust workflow priorities to meet changing demands and deadlines. Foster and maintain productive working relationships with other campus offices to ensure that students' problems can be addressed quickly and justly, and that joint resolution of larger problems that affect the whole student population can be found. Ensure ongoing compliance with all academic policies governing undergraduates. Create and implement operational processes and procedures to conform to the policies established by the Division of Undergraduate Education.  Evaluate and monitor the impact of policy changes on students and develop innovative strategies to meet emerging guidelines.  Review and adjudicate student requests for exceptions to academic regulations on the delegated authority of the faculty.  Provide high-level counsel and analytical support to the Student Affairs Manager and CAO on matters related to policy and precedent. Manage the department's Awards Program, consisting of 100+ individual awards annually. In conjunction with the Undergraduate Study Committee, determine recipients of Fellowships and Awards for new, continuing and graduating students. Work and collaborate closely with HR and Financial teams in providing timely and accurate information on undergraduate awards and fellowships. Conduct regular and comprehensive evaluations and assessments of programs. Work closely with Chemistry and Biochemistry faculty advisors and provide recommendation on course of action. Provide high-level counsel and analytical support to the CAO on matters related to policy and precedent. Assist faculty in determining course scheduling needs for student progression to graduation. Collaborate with the Student Affairs Manager and other Lead Student Affairs Officer on general student affair activities in the unit, taking the lead on certain sections of proposals.

35%

Academic Advising

Serve as full member of the Undergraduate Study & Curriculum Committee. Contribute to agenda and participate in all Committee discussions. Counsel students on all aspects of their academic experience, including progression and requirement matters for their major. Assist students in making informed decisions regarding fulfilling the requirements of the B.S. degree.  Using a thorough knowledge of the curricular requirements of the Chemistry/Biochemistry majors, as well as various research opportunities, post-baccalaureate programs and careers, recommend programs of study that will allow students to successfully meet their goals.  Determine barriers, distractions, and complications affecting a student's academic success. Help students recognize key non-academic issues, and make appropriate referrals for additional therapeutic counseling and or/or assistance from other units. Provide background and experience in the application of existing departmental and university standards and a sense of coherence and consistency in deliberations on undergraduate matters. Establish and maintain liaison relationships with Chemistry & Biochemistry faculty and staff in other major universities in order to evaluate various programs and recommend changes in policies and procedures.  Proactively advise faculty on possible conflicts in proposed policy changes to one area as they affect other standards/procedures/goals.  Consult with faculty on changes in curriculum and requirements, student/faculty interactions, retention of students, and financial resources.  Counsel undergraduate students in areas of academic and personal problems. Make referrals as appropriate.  Counsel undergraduates with respect to application to graduate schools.  Counsel undergraduates with respect to Departmental Scholar Program (joint BS/MS degree). Assist Faculty Advisors in mediation of faculty/undergraduate student conflicts.  Provide consultation to faculty and other instructional staff on student advising issues.  Manage workshops for transfer students, e.g. research opportunities, enrichment programs. Monitor enrollment of transfer students to ensure that they are following a suggested program. Track progress within the major, helping students to devise strategies to be successful in Chemistry and Biochemistry. Monitor and evaluate students' completion of academic requirements. Apply articulated courses to program/degree requirements and certify degree completion.

30%

Records Management

Responsible for development and implementation of departmental policies and procedures in the areas of course and degree requirements. Responsible for adherence to Undergraduate Division policies and procedures. Oversee and manage records of all undergraduate course enrollments. Work with the Student Affairs Manager and CAO to prepare annual FTE budget request for the Dean. Analyze trends and justify requests or additional support. Analyze enrollment trends and make recommendations to the Executive Council, Graduate Student Affairs Committee, and individual faculty on optimal TA staffing levels. Based on previous year's course offerings and developing trends, determine classroom assignment of all TAs (approximately 150 individual assignments per quarter). Requires knowledge of individual faculty/TA specialties and the requirements of individual courses for appropriate teaching assignment. Based on in-depth knowledge and experience, plan and implement all departmental course offerings per quarter. Oversee the maintenance of academic files for a census of approximately 1300+ Chemistry and Biochemistry undergraduate majors. Manage the preparation of all major reference materials utilized by undergraduates. These include: academic resources, undergraduate handbook, listserv, Facebook posting, major requirements, departmental resources, research opportunities, career information, honors and research proposal guidelines. In coordination with the Chair's office, Student Affairs Manager, and CAO, plan the Departmental Graduation Ceremony. Facilitate and oversee logistics. Coordinate and organize attendance and presentation of awards by Deans, Faculty and VIP's. Design and maintain databases. Develop statistical and programmatic reports as requested.

15%

Recruitment/Admissions/Orientation

Manage the department's participation in outreach programs, such as PEERS, CARE, AAP, etc., with specifically targeting groups from various education institutions. Manage 25 Freshmen and Transfer Orientation sessions. a. Oversee presentations and represent the department. b. Supervise and meet transfers student and advise on all aspects of academic life. Advise prospective undergraduate students on necessary academic preparations.  Manage and oversee development of Orientation materials and brochures to be distributed to all new and transfer students at Orientation.  Manage and oversee production of commencement program and award certificates for undergraduate students. Oversee and supervise Open House for new and transfer students.  Assist the Student Affairs Manager with scheduled weekend and individual visits of recruited and prospective students for the department graduate programs

10%

Alumni Relations, Outreach Management and Special Projects

Communicate with alumni and serve as liaison with department leadership as regards potential donations. ( Develop appropriate material for the web, office handouts, handbook, etc. for this group of students. Plan and implement outreach events, including high-visibility student events, such as Bruin Day and the Chemistry/Biochemistry Majors Fair. Direct textbook ordering, distribution and database for TA quarterly usage. Manage TA textbook inventory to ensure an adequate supply each quarter. (Inventory consists of approximately 1000 textbooks with a value in excess of $500,000.) Special projects and assignments 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 a related field or demonstrated equivalent training/experience.

Required

Skill in interacting with people of various social, cultural, economic, and educational backgrounds, including foreign students who may experience communication problems

Required

Ability to make oral group presentations to provide information on the academic programs and to explain admission procedures and policies.

Required

Skill in analyzing information, problems, situations, practices or procedures to recommend and implement solutions.

Required

Ability to establish and maintain cooperative working relationships with colleagues, faculty, students, parents, university officials and the public.

Required

Skill in setting priorities which accurately reflect the relative importance of job responsibilities. Ability to perform effectively under conditions of frequent interruptions, conflicting deadlines and time constraints.

Required

Skill in using AIS programs, such as SIS/SRS, Counselor Desktop, SRWeb, CIMS and MyUCLA

Preferred

Working knowledge of University, Undergraduate Division, and departmental policies and procedures as they relate to undergraduate student services.

Preferred

Proficiency in Microsoft Office: word, excel, powerpoint, database and email software in both PC and Mac platforms.

Required

Strong verbal, written, and interpersonal skills to communicate clearly to obtain and convey information to individuals at various organizational levels.

Required

Ability to maintain equanimity, sensitivity, and judgment in the face of resistance, indifference or hostility during conflict or confrontations.

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.

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:

Young Hall

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.