Lead Student Affairs Officer

STDT SVC ADVISOR 3 (004575)

UCPath Position ID: PASIREQ_77

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

0704772

Approved Date:

11/4/2025 8:46:12 PM

Date Last Edited:

11/4/2025 8:46:09 PM

Last Action Effective Date:

4/25/2022

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:

PASIREQ_77

Position Description ID

169249

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 Department of Chemistry and Biochemistry currently has a graduate census of 300 students, and admits approximately 50-80 new students into four separate specializations annually. The Student Affairs Officer (SAO) III helps manage graduate student affairs in nine distinct specializations. In consultation with the Student Affairs Manager,  the Chief Administrative Officer and Graduate Committee, the incumbent will provide leadership and exercise initiative and creativity in developing goals, activities, and services to achieve the overall objectives on the Graduate program. The incumbent manages, oversees, coordinates, plans, develops, and implements policies and procedures for efficient operation of services; advises graduate students, faculty and other staff on policies and procedures relating to student recruitment, admission, financial aid and fellowships, counseling, public and alumni relations, budget management, and programmatic needs. Lead and train other staff and student workers to carry out the responsibilities of the office; direct other staff on daily operations. Serve as liaison between the Graduate Office, Personnel Office, Graduate Division and other University offices. Prioritize and complete ongoing tasks following established guidelines, and departmental and university policies. Manages activities and maintains records relating to student recruitment, admissions, financial aid and fellowships, student academic progress, counseling, public and alumni relations, the unit's budget, and programmatic needs. Manage the assignment process of TAs as part of their financial packages, ensuring the department is in compliance with Graduate Division policies. Oversee graduate commencement and fall orientation, and manage the recruitment and admissions process.

Supervision and Planning

Develop long range strategic planning for comprehensive advising programs and services.  Support the mission, goals, and objectives of the department and Graduate Office.  Manage 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. Define best practices.  student workers. 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. Recommend salary increases to CAO. 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 Graduate Division.  Evaluate and monitor the impact of policy changes on students and develop innovative strategies to meet emerging guidelines. Provide high-level counsel and analytical support to the CAO on matters related to policy and precedent.  Work and collaborate closely with HR and Financial teams in providing timely and accurate information.  Work closely with Chemistry and Biochemistry faculty advisors and provide recommendation on course of action.

25%

OUTREACH, RECRUITMENT, ADMISSIONS, BUDGET MANAGEMENT

Oversee the inquiry response process, application status, and notification of admissions, non-admission. Lead faculty on timely review of applications; confer with Graduate Division Admissions personnel to ensure timely processing of applications. Coordinate publication of changes in admission procedures, policies, ensure standards are maintained. Prepare letters of exception, update website and student handbook .  Supervise the scanning process of admissions documents, reviewing letters of reference and statements of purpose, and evaluating transcripts; advise faculty on admissibility of applications.  Monitor status of offers, accepts, declines in each area, evaluate the feasibility of making additional offers to achieve desired class size. Monitor the graduate division admission process to ensure all departmental decisions are implemented. Oversee orientation materials for new students. Implement recruitment strategies, policies, and procedures; establish and maintain contacts with university faculty at major educational institutions to facilitate recruitment of outstanding students. Track recruitment budget, expenditures, and report ongoing expenditures against the budget. Collaborate in the development of recruiting brochures and other promotional publications. Autonomously manage faculty interviews and student hosts for recruiting visits. In conjunction with Graduate Studies Committee, follow-up with phone contacts with highly recruited students.  Oversee and implement scheduled weekend and individual visits of recruited and prospective students;  Plan and supervise orientation program for new students.  Oversee receptions for new students, faculty.  Administer Departmental Entrance Exams. Review results of students, bringing problems to supervisor's attention.  Manage the department's participation in outreach diversity activities; collaborate with Graduate Division and UC-CSU campuses on outreach/recruiting activities, forge relationships with participating LSAMP (Louis Stokes Alliance for Minority Participation) faculty and staff, coordinate presentations at national meetings to establish departmental presence and further goals. Oversee unit's recruitment, orientation, supplies, and student activities budget; collaborate with fund managers on reconciliation.

15%

POLICY IMPLEMENTATION, TA, COMMENCEMENT, AND ALUMNI

Responsible for maintenance of both Departmental and Graduate Division student records, implementing policies and procedures in the areas of course requirements, residency, foreign language, qualifying exams, MS and doctoral committees. Collaborate with faculty, graduate students, other administrative staff and other departments to ensure that Graduate Division policies are adhered to and that exception requests regarding employment are processed appropriately and in a timely manner.  Oversee the submission of doctoral and MS thesis forms, academic and LOA petitions, and other pertinent reports to Graduate Division as required.  Supervise administration of PhD qualifying exams; responsible for administering and recording cumulative exams, authorize student study lists, exception petitions;  Monitor and report on Academic Apprentice Teaching and Special Reader budget. Manage the TA coordination process. Confer with others in department to ensure TA FTE budget is not exceeded. Determine classroom assignment of TA's (approximately 150 assignments per quarter.) using informed judgment of individual faculty/TA specialties and the requirements of individual courses for appropriate teaching assignment.  Evaluate effectiveness of TAs and make recommendations for performance improvement; recruit TAs from other departments, if necessary, ensure that TAs are provided with offer letters as required by contract.  Advise Vice Chair on mediation of faculty/TA disagreements, recommend solutions; advise Vice Chair and faculty on graduate student conflicts.  Advise faculty on possible conflicts in proposed policy changes to one area as they affect other standards/procedures/goals. Coordinate with faculty and staff on changes in curriculum and requirements, student/faculty interactions, retention of students, financial resources.  Oversee creation and maintenance of an alumni database. Maintain databases for Graduate Admissions, Student Records, Financial Support, and Alumni.  Organize the graduate portion of Departmental Commencement Ceremony. Manage the production of Commencement Program and Award Certificates.

20%

MANAGEMENT OF GRADUATE STUDENT FINANCIAL SUPPORT, GRANT WRITING, AND GRANT ADMINISTRATION

Oversee financial support for all graduate students (Annual Budget of approx. $3 million).  Maintain database to project and monitor the entire year of support for each student.  Serve as full member of Graduate Studies Committee. Contribute to agenda and participate in all committee discussions. In conjunction with the Graduate Studies Committee, determine recipients of Fellowships and Awards, TA and Research Awards for both new and continuing students.  Oversee submission of all fellowship and award nominations to Graduate Division.  Oversee fee remissions process for eligible students; charge various budgets for payment of awards and other miscellaneous fees.  Keep abreast of all applicable fellowship opportunities for graduate students and postdoctoral fellows. (Ensure that all students are compensated timely and accurately. Coordinate information and actions with faculty, business office, Graduate Division Dean's Office, and payroll. Reconcile and produce reports on student compensation, reflecting all sources.  Ensure that student financial policies and procedures are adhered to through appropriate faculty and administrative participation. Collaborate with faculty and staff on proposal and grant writing activities in the unit, taking the lead on certain sections of proposals.

20%

ADVISING AND SUMMER SESSIONS

Manage the advisement process in unit; advise students and faculty regarding Graduate Division, Departmental, and University policies regarding registration, enrollment, residency, fellowships, campus resources, and related. Maintain student records on AIS-SIS, SAWEB, FAM, BAR, SRS, Jasmine, and others. Monitor and advise students and faculty on billings, accounts, awards, and related information. Oversee student counseling and advising procedures.  Collaborate with Registrar, Student Accounting, Graduate Student Support, on registration, enrollment, accounting, awards, and related offices to resolve problems, develop and maintain strong working relationships with all campus units and external agencies. (Provide input with increasing summer sessions enrollment; collaborate with the Student Affairs Manager, the CAO,  departmental staff, and faculty on enrollment strategies

20%

•

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

Demonstrated skill in employing fundamental counseling techniques with sensitivity sufficient to assist students in the resolution of problems or establishment of academic goals.

Required

Skill in interacting with persons 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 changes for improvement in the graduate program.

Required

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

Required

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

Required

Skill in the use of Microsoft Office suite.

Required

Written and verbal skills to communicate clearly with faculty, students, staff and University officials using standard English.

Required

Demonstrated work experience in graduate counseling in an institution of higher education is highly desirable.

Required

Experience in using AIS programs, such as FAM, BAR, SRS, Jasmine, AIS-SIS, SRWEB is highly desirable.

Preferred

Working knowledge of the University, Graduate Division, and Departmental policies and procedures as they relate to Graduate Student Services is highly desirable.

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.

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.