Graduate Advisor

STDT SVC ADVISOR 3 SV (005156)

UCPath Position ID: 40037861

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

909996

Approved Date:

9/28/2026 10:38:53 PM

Date Last Edited:

9/28/2026 10:38:48 PM

Last Action Effective Date:

6/1/2018

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE                    

Division Code:

1350D

Division:

L&S SOCIAL SCIENCES                    

Department:

108500 - ANTHROPOLOGY

Position Details

UCPath Position Number:

40037861

Position Description ID

170257

UC Payroll Title:

STDT SVC ADVISOR 3 SV (005156)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

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:

40060799

Reports to Payroll Title:

ADMIN SUPV 2

UCPath Department Head Position Number:

40046273

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.

0

POSITION SUMMARY

As Graduate Advisor for the Department of Anthropology, the role will coordinate, plan, develop, implement and modify policies and procedures for efficient operation of counseling services relating to graduate advising needs. The position works closely with the Chair, Vice Chair and CAO (department manager) on short- and long-term scheduling and programmatic planning for the graduate curricula. The Graduate Advisor assists the Vice Chair in assigning TAships and allocating them to appropriate course sections. Managing the annual TA Budget, and working with HR staff to hire TAs and readers. Working with the Vice Chair, the role oversees the Graduate Admission Fellowship Allocation from the Social Sciences Division and annual Division of Graduate Education Block Grant. The Graduate Advisor counsels graduate students and applicants on all aspects of the graduate program including degree requirements, progress to degree, and advancement to candidacy for the M.A. and Ph.D. degrees. The role works closely with other offices on campus (Scheduling, Registrars, Center for Accessible Education, Division of Graduate Education, Dean of Students, etc.) ensuring student and faculty needs are met in a timely manner. They interpret departmental and University policies and procedures for students, faculty, and the public; serve on the Awards Committee, Admissions Committee, and Academic Coordinating Committee to provide administrative support for all aspects of admissions, awarding of TAships, fellowships, and program requirements. Additionally, the role serves as back-up to the Undergraduate Advisor.

The UCLA Department of Anthropology has always taken a broad view of anthropology, maintaining both balance and integration among the four fields (archaeology, biological, sociocultural, and linguistic), which have traditionally characterized the discipline. Established in 1941, the department grew to prominence immediately after World War II and has consistently ranked among the top ten departments in the country, both for the distinction of its faculty and the quality of its teaching. Many faculty members actively engage in research and teaching in two or more fields, and many hold joint appointments in other departments and schools at UCLA. Indeed, Anthropology has ties with many other major departments in the university, offering a rich fare to graduate students.

Our faculty and students are dedicated to resolving fundamental questions that lie at the core of Anthropology as a field of intellectual inquiry.  Their work encompasses such topics as the nature of evolutionary processes, human development,  emotions and the mind, culture and communicative strategies, health and illness, the development of socio-political complexity across the historical and archeological record, and the impacts of differential access to power in the contemporary world. To that end, we conduct research in all parts of the world and engage in innovative collaborations that cross traditional sub-disciplinary and disciplinary boundaries.

Graduate Advising

1) Advise students regarding University and Departmental policies and procedures governing the M.A. and Ph.D. programs. 2) Inform and advise new students regarding all aspects of program requirements, enrollment, fellowships, financial aid, and California residency. 3) Counsel students on preparation of all petitions (e.g. departmental, Division of Graduate Education, registration in absentia, Leave of Absence, Removal of Incomplete, Intercampus Exchange). 6) Counsel students on all aspects of applying for TAships and fellowships. 8) Prepare degree checks on student progress and submit required documents to the appropriate entities. 9) Analyze student records for compliance with program requirements. 10) Counsel students regarding registration and enrollment problems and maintain data.

40%

ASE Hiring Support

1) Collect information for TA selection based on commitments as well as student and departmental need. 2) Coordinate use of TA FTE with CAO, projecting amount of TA FTE needed. 3) Determine courses eligible for a Reader and send calls. 4) Prepare/obtain necessary approvals for exceptions to policy for ASEs and GSRs when needed. 5) Prepare and process fee remissions and fee deferrals, where appropriate. 6) Keep up to date on collective bargaining agreements and policies/procedures for ASEs.

10%

Admissions

1) Serve on the departmental Admissions Committee. 2) Compile, coordinate, and maintain control of application files during review process by Committee members and prospective faculty sponsors. 3) Respond to inquiries/requests for applications/information regarding the department's graduate program. 4) Compose department letters to applicant informing them of the department recommendation. 5) Process on-line admissions recommendations to the Division of Graduate Education. 6) Update and revise the departmental Information Syllabus and Departmental Guide on a yearly basis. 7) Analyze information regarding new graduate students each year and prepare reports as requested by Admissions Committee. 8) Coordinate and lead recruitment visit day.

10%

Other Administrative Duties

1) Analyze trends using statistics on enrollment, admissions, fellowship awards, recruitment, degrees awarded and job placement. Prepare and submit reports as needed. 2) Compose memos to Graduate Division regarding late registration and enrollment, late leaves of absence, retroactive actions, and exceptions to admissions policies. 3) Prepare documents regarding student progress to degree for full faculty meetings each quarter. Serve as resource and participate in faculty meeting for Student Review. 4) Compose various letters as needed by graduate students (e.g. student loan agencies for deferrals, letters of introduction for students in the field in foreign countries, etc.). 5) Detailed recordkeeping on the departmental shared drive to ensure program continuity. 6) Other duties as assigned

15%

Fellowships

1) Inform students on the types of aid available and application procedures. 2) Compile and coordinate circulation of applications for fellowships including: Division of Graduate Education (DGE) applications for Restricted Fellowships/National Resource Fellowships for various area study centers/University fellowships/etc. 3) Inform DGE and Division of Social Sciences of nominations for fellowships and fees, nonresident tuition, Chancellor's fellowships, special fellowships, diversity fellowships and housing. 4) Prepare allocation forms for Graduate Division Block Grant Funding. 5) Working with the Vice Chair, manage the Divisions Graduate Admissions Fellowship Allocation.

5%

Graduate Program Support

1) Notify students of guidelines and policies and procedures for exams related to the M.A. and Ph.D. and advise students who do not pass exams on the available options. 2) Make exams available to Ph.D. committee members. 3) Participate in the Academic Coordination Committee to serve as resource regarding graduate courses and M.A./Ph.D. program. 4) Review and revise information for the UCLA General Catalog and the Graduate Division Catalog supplement for Anthropology graduate students. 5) Review the annual course schedule with dept. leadership to ensure required courses are offered without overlaps and advise as to frequency of course offerings. 6) Determine quarterly which courses should be assigned TAs working with the Vice Chair & CAO. 7) Assist with annual new grad student orientation.

10%

Awards

1) Serve on the departmental Awards Committee and advise committee regarding University and departmental guidelines and policies for fellowship awards. Notify students and faculty of changes in policies. 2) Prepare fellowship application summary sheet for Awards Committee review during deliberations. Inform committee of students' academic status, progress towards degree, and previous/current awards. 3) Compose detailed letters informing students nominated for fellowships and explain terms of the award (e.g., stipend, nonresident tuition, fees).

5%

Undergrad Advising Support

1) Assist in training and provide guidance to the Undergraduate Advisor in all aspects of the job, including, but not limited to, counseling techniques and university and departmental rules. 2) Serve as a backup and reference to the Undergraduate Advisor, assisting with undergraduate students, when needed. 3) Participate in Undergraduate commencement activities as part of the Anthropology department team. 4) Serve as back-up processor for inputting course offerings online in SIS in a timely manner to ensure best room assignments, time slots, etc. Enter TA instructor names for each class online in SIS quarterly.

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 experience / training

Required

Skill in writing grammatically correct, routine business correspondence, procedures, proposals and reports and ability to convey information in a clear and distinct manner to faculty, staff, and students.

Required

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

Required

Demonstrated ability to independently prioritize work assignments and job needs and to follow though on assignments with minimal supervision.

Required

Skill in developing procedures to quickly and accurately assess individual student progress while assisting a large number of students in departmental programs.

Required

Ability to create reports and use various computer systems including Outlook, MS Word, Excel, and learn other campus-specific systems used to perform the job.

Required

Skills in judgment and decision-making, problem solving, identifying measures of system performance and the actions to improve performance.

Required

Ability to establish and maintain cooperative working relationships with students, faculty, staff, and administration and work well independently and/or as a part of a team.

Required

Skill in interacting with persons of various social, cultural, economic and educational backgrounds for the purpose of advising students and working with faculty and staff.

Required

Skill in the interpretation of transcripts and/or course work (catalogs, syllabi, course descriptions) from other universities or colleges to accurately advise students of degree applicability.

Required

Ability to work in an environment of constant interruptions and remain friendly and helpful.

Required

Working knowledge of UCLA policies and procedures - specifically, Graduate Division, Dean of Students, Center for Accessible Education, Ombuds Office, Office of the Registrar, College of Letters and Sciences, and Student Psychological Servies.

Preferred

Knowledge of complex U.S. visa and immigration procedures, compliance issues, and employment eligibility / authorization for international students and scholars.

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.

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:

Haines 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.