Student Services Advisor

STDT SVC ADVISOR 3 SV (005156)

UCPath Position ID: 40037971

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

704865

Approved Date:

6/16/2026 10:12:01 PM

Date Last Edited:

6/16/2026 10:11:49 PM

Last Action Effective Date:

3/1/2024

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE                    

Division Code:

1320D

Division:

L&S HUMANITIES                         

Department:

083700 - KAPLAN NORTH ADMINISTRATIVE GROUP

Position Details

UCPath Position Number:

40037971

Position Description ID

170019

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:

40058512

Reports to Payroll Title:

ADMIN MGR 1

UCPath Department Head Position Number:

40054556

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

With limited direction from the Kaplan North Chief Administrative Officer (CAO) and Department Chair, manage all aspects of graduate and undergraduate student affairs in the department of Near Eastern Languages and Cultures. Serve as the Student Service Advisor for the Department of Near Eastern Languages and Cultures. The incumbent designs, develops, coordinates, plans, implements, and modifies policies for effective operations of counseling services as well as outreach, alumni relations, career development, and placement programs. Advise approximately 55 graduate students, 50 undergraduate majors/minors, and 2,500 undergraduate students enrolled in the large general electives offered in the departments each year. Advise undergraduate students on requirements for 5 majors and 6 minors. Advise graduate students in 12 major fields of study, including Ancient Near Eastern Civilizations, Arabic, Armenian, Assyriology, Egyptology, Hebrew Bible, Iranian Studies, Jewish Studies, Near Eastern Archaeology, Semitics, Turkic Studies, and Islamic Studies across 4 distinct graduate programs (PhD NELC, PhD Islamic Studies, MA Arabic, MA Islamic Studies). Coordinate admissions process for 2 PhD programs and 2 MA programs with varying program requirements. Coordinate all academic student appointments for the department of Near Eastern Languages and Cultures. Perform the quarterly hiring process of 50 ASEs, which include Teaching Assistants, Graduate Student Researchers, and Graduate and Undergraduate Readers. Manage monthly payroll reconciliation process for all TA appointments. Manage all graduate student support for all graduate programs from various sources, including, Division of Graduate Education Funds, Gift Funds, and External Funds. Oversee the administration of 6 language placement exams with 6 distinct language coordinators throughout the academic year and work closely with the Chair and all Directors of sub programs in the NELC. The incumbent will also serve as a resource to the CAO, Chair, and Directors of Graduate Studies/Undergraduate Studies, as well as to faculty committees providing statistics and reports, advising of policies and regulations and making program recommendations. Coordinate outreach and development efforts with undergraduates, graduates and alumni. Responsible for planning departmental student events including Commencement, undergraduate and graduate new student orientations, recruitment visits, and award ceremonies.

Student Affairs Operations

1. Advise & counsel approximately 55 graduate students in the 2 MA and 2 PhD programs & 50 undergraduates in the majors/minors. Advise & counsel undergraduate in 5 majors & 6 minors, & Graduate students for 12 major fields of study. Counsel graduate & undergraduate students on general procedures regarding registration, enrollment, financial aid, housing & career opportunities.

2. Manage the graduate application process, track online applications and actions on Slate, and make recommendations to faculty concerning admissions, etc. Process special requests, identify and nominate Cota-Robles diversity candidates, etc. Collaborate with faculty committees to ensure timely decisions on admission and funding support. Advise prospective students on general UC & departmental admissions requirements. Prepare various reports ranking applicants based on GPA, GRE scores, faculty recommendations. Serve as a voting member of ad hoc of the Admissions committee that deals with student affairs, coordinating agenda items with committee chairs. Determine admissions quota based on available financial resources and ongoing commitments. Predict probability of acceptance rate and project various outcomes based on resource allocation.

3. Meet with all enrolled students at least annually to discuss academic progress, career advising needs, and student life issues. Develop criteria and benchmarks to determine appropriate academic advancement and evaluate student's progress to degree in line with Division of Graduate Education best practices. Evaluate student needs for academic and career advising services to enrolled students. Make referrals to other campus resources, as necessary. Advise students who are having scholastic difficulty. Inform Chair on policies on probation, dismissal or withdrawal and report actions to the Division of Graduate Education.

4. Counsel students about requirements and constitution of M.A. and PhD committees, advancement to candidacy, dissertation proposal defense, oral qualifying exam procedures and foreign language requirements. Coordinate exams and process appropriate paperwork with Division of Graduate Education 

5. Identify and establish student mentoring opportunities with department faculty, former graduates, and other students in the graduate program. Coordinate meetings or social gatherings for students and mentors as required. 

6. Serve as consultant to graduate students regarding establishment of PhD committees.

7. Counsel students on resources available for mental health and Title IX issues. Work with appropriate campus units to facilitate support and assistance to students as needed.

8. Counsel international students on TOP exam requirements & prepare necessary correspondence to notify hiring offices. Monitor student SEVIS and Glacier compliance.

9. Advise Chair on program/policy changes for the graduate and undergraduate program. Recommend changes based on analysis of data, implement and monitor new policies and programs, and evaluate impact of the changes. Write & edit departmental manuals & program requirements for all programs.

10. Manage the process and ensure all appropriate paperwork is submitted for all visiting international students, including Visiting Graduate Researchers (VGRs) and Non-Degree objective students (NDOs).

11. Process changes of majors on-line. Make recommendations to faculty for petitions for course substitutions and petitions to waive department policies. Evaluate and make recommendations on blue petitions for the College of Letters and Science.

12. Provide information and advise postgraduate students of career opportunities including graduate study.

45%

Financial & Academic Apprentice Management

1. Independently manage student funding totaling approximately $1.25 million annually. Process Division of Graduate Education forms & report on all fellowships, non-resident tuition, conference travel requests, etc. Review online reports of student funding for accuracy; correct any errors.

2. Manage all student support funds. Develop annual student support funding budget and award strategy, including updating 5-year projection plans. Collaborate with CAO and fund manager, and funding office to confirm annual funding plan and reconcile quarterly revisions.

3. Create, maintain & update Excel database to track funding history of all graduate students.

4. Provide information on internal and external sources of financial aid. With Chair administer financial aid process including recommending allocations, tracking offers and reassigning funds.

5. Communicate with external funding agencies and Division of Graduate Education Fellowship and Financial Services to ensure timely processing of student awards. Direct processing of annual awards, fee remissions, and fee deferrals.

6. Provide both short-term and long-term projections of student expenses and departmental student funding. Make recommendations to Admissions and Awards Committees based on those projections.

7. Identify students' financial needs and develop financial support plan for the duration of their degree time. Match fund sources appropriately to eligible students. Identify ways to maximize resources for both new and continuing students.

8. Draft all admission offers for Chair approval. Communicate with faculty and fund manager to confirm level of incoming student support. Inform applicants of decisions.

9. Advise faculty and students on fellowships and nominating procedures. Manage nominations for awards. Compose letters of nomination for Chair's signature.

10. Manage coordination and selection of Department Summer Research Travel Stipend recipients. Identify funding sources and budget appropriately. Collaborate with Chair and CAO on summer funding policies. Allocate and process all Summer Travel Grant Fellowships.

11. Perform the quarterly hiring process of 50 ASEs, which include Teaching Assistants, Graduate Student Researchers, and Graduate and Undergraduate Readers. Oversee the planning and implementation of recruitment of qualified graduate students for teaching assistantships and reader positions.

12. Coordinate the review of ASE appointments for accuracy, and that students are advised correctly on matters of employment benefits, union participation, fee remissions, deferrals, and loans.

13. Manage the following processes: drafting and issuing of appointment letters and soliciting of supplemental duties from faculty; submission of work authorizations and exception requests; advising on decision-making relative to non-reappointment issues and employment exceptions; monitoring TA performances and resolving performance issues.

14. Coordinate the hiring of over 40 TAs for summer session classes each year.

15. Coordinate the tracking of inter-campus student appointments including, TA hires at another UC or other UC students working for NELC. Also, track NELC students taking classes or working at other UC's.

16. Manage the monthly reconciliation of payroll expenses against the TA budget. Review payroll and position end date reports using CDW reporting system.

17. Serve as initiator in UC Path, as well as backup approver.

30%

Outreach and Public Relations

1. Implement and participate in established programs including Bruin Day and Major Blast, Humanities Career Panel Series (HCPS) etc. to identify and recruit undergraduate and graduates. to the department.

2. Act as departmental liaison to interested institutions and to the general public on the department, its degree programs, its faculty and their research areas.

3. Serve as a representative to all campus student affairs related meetings and events, including dissemination of information on the Department for the purpose of recruitment.

4. Serve as the integral liaison for the department in enhancing and maintaining the critical relationships within LA and outside communities.

5. Communicate the goals and objectives of the Department of Near Eastern Languages and Cultures, its sub fields, and languages represented and the University to the campus community, officials of external agencies, and the general public.

6. Represent NELC and its sub areas of interest and/or serve on campus-wide committees, as requested by the department chair and/or program directors.

7. Supervise the development, implementation and coordination of outreach activities in consultation with the chair, program directors and CAO. Act as information resource to representatives of interested institutions and to the public.

8. Plan and supervise departmental ceremonies, including commencement, open house, and orientation receptions.

9. Prepare and deliver general and specialized presentations during graduate new student orientation, open house events, etc. Develop and schedule student workshops (career and job search, graduate school, library tours, etc.).

10. Investigate and develop new approaches to improve graduate counseling services.

11. Oversee and work closely with Iranian Studies Program Coordinator in ensuring smooth running of departmental events.

12. Work closely with Director of Islamic Studies in coordinating, developing student and alumni initiatives, events and programs.

15%

Administration

1. Manage annual teaching schedule for all sub fields in NELC, and ensure classes are scheduled an in consultation with the Chair, Directors of Graduate and Undergraduate Studies, and Program Directors. Manage and oversee all aspects of course scheduling including updating OASIS, interfacing with the Scheduling Office, and communicating changes to faculty. Monitor and update placement/final exam information.

2. Schedule summer sessions classes for NELC and various subfields. Coordinate TA appointments, funding, hiring & publicizing of summer courses.

3. Oversee the administration of 6 language placement exams with 6 distinct language coordinators each quarter. Duties include fielding general public requests, student questions, and faculty needs. Handles the payment for language exams in coordination with the fund manager. Liaison with the College and Registrar's office to ensure student accuracy of language petition. Provide documentation for outside test takers for their institution.

4. In conjunction with the CAO, and Chair, request annual FTE allocation for temporary faculty and TA's to ensure funds for teaching.

5. Assist with the coordination of departmental events, conferences, guest lecturers, faculty relocation, parking, travel arrangements, foreign visitor needs (visas), and visiting scholar administration.

6. Manage all aspects of book and desk copy orders, audio- visual services orders, course evaluations, and departmental TA orientations for NELC.

7. Supervise and train student assistants in administrative day to day procedures to ensure smooth functioning of the NELC main office and completion of special projects for faculty. Manage any disciplinary issues as they arise Oversee the postings of all work-study positions on the Financial Aid website and ensure that all WS guidelines are met.

8. Assist with updating NELC website using software WordPress to update and maintain departmental websites (including sub-area specialties websites) as well as coordinate revamping as necessary and new resources to meet department goals for NELC.

9. Act as department liaison to EH&S for office safety and protocols for all spaces for NELC.

10. Collaborate with centers and offices within and outside of the department, in which joint resources need to be coordinated, including, but not limited to the UCLA Center for Jewish Studies, Center for the Study of Religion, The Nazarian Center, Center for Near Eastern Studies, Roshan Foundation, Amuzegar Foundation, and other affiliated departments.

11. Develop comprehensive databases and applications for maintaining and reporting data. Design reports for operational and faculty committee use. Generate statistics and reports as requested on student enrollment, progress, funding, and alumni development using spreadsheet and database software.

12. Plan/organize new student orientations, quarterly meetings with department stakeholders to improve communication and commencement activities.

13. Attend faculty meetings to discuss student-related issues & disseminate graduate student progress information & advise faculty of university policies & regulations: assist Chair with composition of student progress memos.

14. Update course catalog information for NELC. Manage curricular updates to the majors and minors collaborating with the Chairs, Faculty, and Academic Senate.

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

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 for the purpose of advising students and working with faculty, staff and graduate students.

Required

Ability to show empathy and a sincere concern about student problems. Skill in listening perceptively and conveying awareness.

Required

Skill in developing procedures to quickly and accurately assess individual student progress while assisting a large number of undergraduate students enrolled in department classes.

Required

Skill in setting priorities which accurately reflect the relative importance of job responsibilities. Ability to perform effectively and in a timely manner under conditions of fluctuating workload, conflicting deadlines and time constraints.

Required

Skill in working independently and following through on projects with minimal direction to make independent judgments and decisions, and to discern when action of a higher level is required.

Required

Skill in writing logical, concise and grammatically correct letters of business correspondence for transmittal to students, depts., other campus personnel and for promotional materials.

Required

Working knowledge of University, Undergraduate Admissions, Registrar's Office, College of Letters and Science & departmental procedures as they relate to student affairs.

Preferred

Skill in analyzing information, problems, situations, practices or procedures to recommend changes for improvement in the undergraduate & graduate program. - Required

Required

Ability to interpret, explain and implement Department and University policy and regulations, including knowledge of campus policies, procedures.

Preferred

Ability to set short and long-term priorities for the support staff positions to accomplish academic personnel, event, and programmatic objectives. Ability to develop action plans to ensure attainment of goals.

Required

Financial and accounting skills to design, modify and manage student support funding budgets.

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.

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:

Royce 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.