Admissions, Recruitment, and Advising Officer

STDT SVC ADVISOR 3 (004575)

UCPath Position ID: MI-DPT118200-JC004575-PD214611

Position Description History/Status

Approved Date:

9/5/2025 6:41:11 PM

Date Last Edited:

9/5/2025 6:41:06 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1180O

Organization:

LUSKIN SCHOOL OF PUBLIC AFFAIRS

Division Code:

1181D

Division:

SCHOOL OF PUBLIC AFFAIRS

Department:

118200 - PUBLIC POLICY

Position Details

UCPath Position Number:

MI-DPT118200-JC004575-PD214611

Position Description ID

214611

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):

1 - Staff: Contract

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40045631

Reports to Payroll Title:

ADMIN OFCR 4

UCPath Department Head Position Number:

41017811

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 Student Services Advisor (SSA) 3 appointment is contracted for up to four years. Reporting to the Administrative Officer (AO) and Chair, and working closely with an SSA, the SSA 3 executes includes, but is not limited to department marketing; student recruitment, admissions, advising, and programming; alumni development, events, support, and engagement; professional/career development; and on/off campus partnerships.

The SSA works on all marketing efforts across digital, print, and social media, creating and maintaining promotional materials to enhance the department. Recruitment duties include developing and implementing strategies and thresholds, coordinating application outreach, planning and executing recruitment fairs, campus visits, workshops, orientations, and diversity initiatives, among others. Admissions responsibilities involve processing applications; preparing applications for review/decisions and processing; supporting admissions committees; maintaining policies and procedures; meeting deadlines; and ensuring compliance with UCLA and Public Policy requirements. Advising includes supporting prospective and current students in the Master of Public Policy (MPP), concurrent degrees, and other programs, as well as counseling or referring students facing academic or personal challenges. The SSA plans and executes events such as Welcome Day, orientations, town halls, capstone presentations, commencements, and student group meetings. SSA serves as liaison to the UCLA Division of Graduate Education, the Dashew Center, and other partners.  Career and partnership duties include professional development programs, internship coordination, and collaboration with on- and off-campus entities. The SSA coordinates all aspects of student funding (not limited to financial aid, awards, ASE/GSR appointments) for recruited and current students, and alumni development.  The SSA works with and supports alumni development, relations, engagement, and programming. Administrative responsibilities include creating, analyzing, maintaining, balancing, and archiving records, databases, budgets, and reports related to recruitment, admissions, enrollment, academic progress, funding, degree conferrals, alumni, and career placement. The SSA assists administratively with instructional and course support.  The SSA processes reimbursements and purchases, trains staff and student workers, and ensures compliance with UCLA and department policies. Perform additional tasks assigned by department leadership (DL). The role requires after-hours, weekend, and in- and out-of-state work, with on-campus presence as assigned. Must have own transportation. 

The Department of Public Policy, UCLA Meyer and Renee Luskin School of Public Affairs (https://luskin.ucla.edu/), is multi-disciplinary with faculty from Economics, Political Science, Sociology, and Engineering. It is particularly strong in the fields of data analytics and policy analysis; development; environment; race and inequality; housing and transportation; social policy; urban issues; and health. The Department currently includes twenty FTE ladder faculty and four staff, as well as several senior faculty with joint appointments from other campus schools and departments, and a number of adjunct faculty and lecturers.

The Department of Public Policy offers a two-year, full-time, and on-ground Master of Public Policy (MPP) degree, and the Luskin School maintains a School-wide Public Affairs major and minor. The MPP program enrolls approximately 160-180 students across two cohorts. The MPP program combines the best of traditional policy education with flexibility and responsiveness to remain relevant in a rapidly changing world. With a diversified tool kit of quantitative and analytical skills, UCLA Public Policy Luskin graduates are equipped to become policy analysts and leaders. A set of concurrent degree programs offer an even broader range of skill and expertise development, and the BA in Public Affairs trains undergraduates in major critical thinking, social science methodology, and experiential learning, to connect theory and action.

Marketing and Promotion

Work on and execute all aspects of promotion and marketing projects. Create marketing material in a variety of mediums (digital, print, online, social media, merchandise, etc.). Coordinate on/off-campus entities to design and implement promotional materials. Update at least annually with current, accurate information. Perform additional tasks assigned by department leadership (DL).

10%

Recruitment Design, Implementation, and Analysis

Plan, develop, and execute all aspects of student recruitment with DL and others. Design and implement recruitment plan and strategies (e.g., via application support for prospectives, current students/alumni engagement, awards packages, and others).  Create/use recruitment materials across online, print, and other platforms. Organize/participate in recruitment events (on/off-campus, in/out-of-state, in person/virtual), workshops, and EDI initiatives. Coordinate campus/classroom visits, including logistics and faculty/student engagement. Advise prospectives with timely, professional communication. Collect, analyze, and maintain recruitment/funding data; update and archive records. Perform tasks as assigned by DL.

10%

Admissions Design Planning and Evaluation

Develop and execute admission plan, admit thresholds, and recruitment awards packages, and others with DL. Admit targeted number of in/out-of-state, international, and concurrent degree students. Oversee all aspects of admissions and recruitment funding; review admissions activities and packages; query data; develop approaches; execute changes; analyze outcomes; address issues/errors. Assess admissions files to Public Policy’s (PP) and UCLA requirements. Evaluate applications, transcripts, test scores, and credentials; calculate GPA; and evaluate language proficiency to policy. Recruit with funding; make adjustments and reoffers with DL. Ensure information integrity by reviewing, monitoring, and correcting omissions and errors. Perform additional tasks assigned by DL.

10%

Admissions Coordination and Support

Serve as PP’s Division of Graduate Education (DGE) representative; attend meetings and trainings; and maintain current use and knowledge of admissions platforms. Assemble and make accessible complete, accurate files. Prepare files; assign Admissions Committee (AC) applications to review; provide AC with admissions thresholds, ensure timely application decisions. Inform DL and AC on admissions policies and changes. Alert AC to applicant circumstances/irregularities that may impact decisions. Coordinate, instruct, and participate in AC meetings. Provide administrative Admissions Chair and AC support as directed. Use initiative, identify problems, offer recommendations, and implement solutions based on UCLA/PP policy and procedure. Perform additional tasks as assigned by DL.

10%

Admissions Analysis

Utilize systems to access student information, financial aid (FA), awards, and others. Process admissions and awards accurately and on time. Create and maintain records on admissions, funding, matriculation, post-degree employment. Design and produce reports on recruitment, admissions, competing institutions, trends, and others. Assemble, analyze and present admissions data to PP and for PP reports and use. Perform additional tasks as assigned by DL.

5%

Advising

Advise and hold workshops on topics not limited to preparation, admissions (application status, acceptance, rejections), specializations, concurrent degrees, requirements, enrollment, degree progress, academic difficulty, FA/loans/funding, APP, ATC, graduation, PD, internships, and as assigned. Provide on/off-campus resources and referrals. Work with Dashew on international students, not limited to FA, leaves, and visas. Ensure accurate, timely distribution, submission, processing, and updates of forms (enrollment, petitions, funding, PD, ATC, and others). Respond promptly/professionally to requests/queries. Ensure all program information/policies are current, accurate, and accessible (print/online). Perform additional tasks as assigned by DL.

10%

Advising (Events, Workshops, and Meetings)

Program/manage all student affairs workshops, events, and meetings, not limited to recruitment (Welcome Day), admissions (Orientation), capstones/projects, commencements and related activities, student meetings/activities, and alumni/partners. Provide APP/capstone and instructor support as assigned. Organize, staff, and run APP and other presentations. Plan and facilitate meetings for prospective, admitted, and current students and faculty. student groups, town halls, socials, and community events. Plan and execute professional development, academic field events, and collaborate with on/off-campus partners (e.g., APPAM, Luskin, career tours, conferences). Perform additional tasks as assigned by DL.

5%

Advising (Visitors and Exchange)

Work on all aspects of visiting (e.g., VGRs) and international students and Domestic/international exchange programs. Maintain currency through training on related policies. Promote programs, process applications, oversee fees, assist with transcripts and course planning, advise, provide resources, references, links. Program and hold events/workshops, and perform additional tasks assigned by DL.

5%

Advising (Funding)

Keep current on all funding policies and procedures.  Administer student fellowships and maintain faculty recommendation records. Assist with fellowship and FA management. Create and maintain award/FA spreadsheets to ensure account balances. Review reports and DGE, Luskin, and other agencies allocations for accuracy and updates. Prepare award/FA nominations, and ensure that students submit necessary award documentation. Advise students on ASE/GSR/student appointments and requirements. Assist with the ASEs/GSR/student not limited to calls, applications, and selection process with leadership. Perform additional tasks as assigned by DL.

10%

Administrative and Program Support

Work on projects (planning, processing, orders/deliveries, reimbursements, meetings, events, and others) as assigned. Provide administrative course coordination/support (not limited to internships, lectures, APPs) and data collection/management/tracking as assigned by DL. Maintain and manage budgets and balances, funding requests, reimbursements, and fundraising for all aspects of job. Recruit, train, and support staff/student workers; create and update training materials; and proof projects. Participate in PP/School events (evenings/weekends/on/off-campus). Must have own transportation. Hybrid schedule requires campus presence when assigned. Work after hours, weekends, in/out of state/country.  Attend annual/assigned trainings.  Perform additional tasks as assigned by DL.

10%

Advising (Analysis)

Compile, analyze, maintain, and archive data on all aspects of PP student programs, not limited to recruitment; admissions; funding/FA, enrollment/progress, capstone projects; awarded degrees, internships, and placement. Conduct and analyze student surveys. Compile and update information on PD, internships, career opportunities, and others. Track internship and job placement activities. Develop reports, analyze outcomes; update and develop new approaches and methods; and execute changes. Perform additional tasks as assigned by DL.

5%

Partnerships and Alumni Relations 

Compile, analyze, maintain, and archive alumni data and records. Manage alumni communications, social media, and platforms to support alumni and partnership outreach (on/off-campus). Build/maintain partnerships for recruitment, retention, internships, career opportunities, and professional connections. Work with alumni and on/off campus entities not limited to recruitment, student affairs, alumni, career development initiatives, programs/events, mentorship initiatives, engagement. Coordinate, plan, and support alumni meetings/events, both virtual/in person. Perform additional tasks as assigned by DL.

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

Master's Degree

in related area and / or equivalent experience / training

Preferred

Demonstrated technical and design ability; knowledge of wide array of programs not limited to design, marketing, social media, database, spreadsheet, and event organization. Ability to make online updates not limited to department, course, career, affiliate, and social media webpages.

Required

Strong written and oral command of English. Ability to compose and edit written materials using correct grammar, spelling, and punctuation. Ability to make presentations to wide audience range. Math ability to effectively work with GPAs, ratios, percentages, fractions, and multiple-year budgets.

Required

Skill analyzing information and problems, identifying relevant factors, abstracting relevant data from various sources, and formulating logical and objective conclusions. Skill in evaluating outcomes, implementing changes in accordance with goals, and developing new approaches and methods.

Required

Knowledge of UCLA and Department policies and procedures in recruitment, admissions, advising, marketing, and administration. Experience with the UCLA Student Information System (SIS), Student Affairs Web, admissions application sites, and other systems for processing, queries, and analysis.

Required

Strong interpersonal skills.  Ability to listen sensitively, perceptively, and objectively while communicating with wide array of people. Ability to use diplomacy in sensitive situations and handle confidential information with discretion and tact.

Required

Demonstrated counseling skills to handle difficult issues such as denial of admission, exam failures, and probation or termination with discretion, sensitivity, and tact. Ability to interpret international transcripts, courses, and programs from other institutions.

Required

Ability to take direction from Chair, faculty, and Administrative Officer. Possess initiative to independently learn new skills and take on new projects. Demonstrated ability to manage projects from inception to completion. Ability work as part of a team and assist others with projects.

Required

Ability to work independently; follow through on assignments promptly with minimal direction; prioritize by importance of responsibilities; critically analyze for improvements, find solutions, and rectify problems. Multi-task fluid deadlines without loss of efficiency.

Required

Demonstrated administrative office experience and project and event management skills. Ability to coordinate and follow through a wide range of administrative office assignments. Skill in supervising and evaluating student and limited employees.

Required

Ability to undertake all aspects of project and events from concept to design; plan and coordinate meetings, conferences, and social functions including catering and facilities arrangements. Ability to execute workshops and presentations on range of topics. Ability with interviewing techniques.

Required

Ability to work evenings and weekends. Must have own transportation and must be able to travel to off-campus, in/out-of-state events. Hybrid schedule and commute do not preclude coming to campus for assigned work.

Required

Ability to establish and maintain professional relationships; communicate effectively and respectfully; and maintain cooperative, positive, professional relationships with students, staff, faculty, administrators, planning agencies, private/non-profit entries, and others.

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.

COVID and Flu Vaccinations: The position is subject to providing evidence of inoculation.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

3357 Public Affairs Building

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.