Graduate Student Affairs Officer

STDT SVC ADVISOR 3 SV (005156)

UCPath Position ID: 40095890

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

601514

Approved Date:

10/19/2026 9:15:13 PM

Date Last Edited:

10/19/2026 9:15:11 PM

Last Action Effective Date:

9/6/2021

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1130O

Organization:

HENRY SAMUELI SCHOOL ENGR & APPL SCIENCE

Division Code:

1131D

Division:

ENGINEERING & APPLIED SCIEN DIV        

Department:

012500 - BIOENGINEERING DEPARTMENT

Position Details

UCPath Position Number:

40095890

Position Description ID

164698

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:

40063687

Reports to Payroll Title:

ADMIN SUPV 2

UCPath Department Head Position Number:

40041721

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 Graduate Student Affairs Officer manages the Bioengineering Department M.S. & Ph.D. programs, including the fiscal management of graduate funds for student support. The position reports to the department manager and collaborates closely with the Vice Chair for Graduate Affairs and Department Chair to ensure continuity across academic, programmatic, and administrative domains.

Key responsibilities include managing the full graduate student lifecycle for 200+ graduate students —including admissions, orientation, academic advising, funding coordination, degree progress, and graduation—while ensuring compliance with university policies and promoting student success. Oversee the administration of graduate student financial support which include processing fees, fellowships, and awards. Counsel and/or refer students experiencing academic or personal difficulties. This role not only involves advising students, but also serving as a strategic partner to the Chair, Vice Chair, and Manager in curriculum planning and programmatic development. Act as the department representative to students, faculty advisors, Division of Graduate Education, Student Accounting, Registrar's Office, and HSSEAS Office of Academic & Student Affairs. Coordinate the annual new graduate student orientation, degree progress meetings, town halls, Graduate Student Open House, BGA activities, and assist with the annual commencement. Represent department at student affairs meetings and events by providing leadership in cross-departmental collaboration, professional development for graduate advisors, and process improvement, including database enhancements to support student services operations across the school. Update and maintain information on department website and database as it pertains to Student Services and the Graduate Student Handbook. Ensure the integrity of online computer systems and secure hard copy and electronic files related to all graduate student activities. Other administrative duties assigned as needed.

The Bioengineering department is one of the academic departments in the UCLA Samueli School of Engineering. Our research focuses on five dynamic areas: molecular, cellular, and tissue engineering; biomedical devices and bioinstrumentation; biomedical imaging; biomedical data sciences; and neural engineering. The department comprises 18 core faculty, 28 joint faculty, and a network of 41 affiliated faculty. The department supports over 500 undergraduate and graduate students, providing rigorous academic programs that prepare them for impactful careers in engineering and research.

Graduate Student Admissions and Recruitment

1. Provide information and interpret policies and procedures to prospective student regarding admissions requirements and the suitability of the program to their needs. 2. Oversee and manage all phases of the graduate admissions process (application review, decision processing, offer communications, and new student onboarding) in collaboration with the Graduate Vice Chair and faculty admissions committee 3. Ensure applicant files are complete and compliant with university and departmental requirements 4. Design and lead orientation programming to support a successful transition into the program. 5. Plan, coordinate, and direct all aspects of the recruitment visits and open houses. 6. When needed, represent the department at supported national conferences, recruitment events, and meetings to promote the academic programs and recruit students.

30%

Graduate Program Operations and Advising

1. Serve as primary graduate student advisor for approximately 200+ students, providing comprehensive guidance on academic progress, degree requirements, qualifying examinations, funding opportunities, teaching and research appointments, and campus resources. 2. Manage critical academic administrative workflows, including student petitions and forms, grade roster oversight, and SET evaluation coordination, ensuring accuracy, compliance, and timely completion. 3. Counsel students experiencing academic, personal, or financial challenges by assessing individual circumstances, identifying options and alternative solutions, and providing guidance on appropriate next steps. Connect students with relevant campus services and offices when needs extend beyond the department’s scope, and follow up as appropriate to support resolution and continued academic progress. Manage scholastic difficulty cases, recommend appropriate actions, and monitor outcomes to support timely degree completion. 4. Develop, implement, and maintain departmental graduate program policies, procedures, and documentation—including the Graduate Student Handbook and admissions/program requirements—in alignment with university regulations and under the guidance of departmental leadership. 5. Interpret and implement university policies while providing administrative, analytical, and programmatic support to department leadership and faculty committees to advance graduate program development, curriculum review, policy implementation, and continuous program improvement. 6. Initiate and coordinate annual graduate student town hall meetings. 7. Manage the application process, onboarding, and visa processing of visiting graduate student researchers 8. Collaborate with the Associate Dean, Vice Chair, and MSO to identify issues, recommend policy changes, and enhance program effectiveness.

30%

Financial Management of Graduate Student Support

1. Manage approximately $1.1 million of graduate student support across multiple funding sources—including unrestricted block allocations from campus and fellowship and GSR funds from the School—by working with the Vice Chair to allocate fellowships, stipends, tuition, and special awards to new and continuing graduate students. 2. Oversee quarterly academic apprentice personnel in partnership with Payroll Analyst by confirming student eligibility, coordinating with faculty instructional needs, and preparing award transmittals, benefits/remissions, and fee deferrals as required. 3. Manage funding tracking and expenditure monitoring using a spreadsheet to ensure budget accuracy and validate DGE allocation reporting. 4. Coordinate and collaborate with committees to discuss fellowship allocations for new and continuing students. 5. Responsible for ensuring that all PhD students in the program receive at least the minimum required level of financial support, in accordance with University and program policies. 6. Send out announcements to students regarding funding opportunities.

20%

International Student Services

1. Advise international students and visiting graduate researchers on academic matters that intersect with visa and immigration regulations. 2. Prepare and submit documents related to CPT, OPT, I-20 extensions, and other DCISS processes. 3. Ensure compliance with federal regulations and University policies affecting international students. 4. Advise students regarding complex U.S. visa and immigration procedures, compliance issues, and employment eligibility/ authorization.

10%

Communications, Reporting, and Department Representation

1. Serve as primary liaison to SEAS Student Affairs, Division of Graduate Education (DGE), Registrar, Financial Aid, and DCISS. 2. Respond to written and verbal inquiries regarding graduate programs, course offerings, admissions, and policies. 3. Analyze and prepare data reports for departmental reviews, institutional reporting, and audits, providing insights to support leadership decisions on curriculum, student programs, and funding. 4. Conduct presentations for departmental meetings, orientations, and recruitment events. 5. Edit and update program-related materials for publications such as the departmental website, departmental brochures and newsletters, graduate requirements for M.S. and PhD degrees, HSSEAS Announcement, and General Catalog. 6. Compile information for HSSEAS student affairs office for production of annual commencement program. 7. Support the Bioengineering graduate student association (BGA) as related to graduate student affairs by facilitating communication with the student body. 8. Represent the department in school- and campus-wide meetings and events related to graduate student affairs.

5%

General administrative support

1. Perform and/or assist with special projects as requested by faculty and Management Services Officer. 2. Provide administrative support to the department when needed by assisting in special projects such as working department events. 3. Assist with room reservations and provide general customer service to visitors in the front office.

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

or equivalent combination of education and/or experience/training

Required

At least 5 years

in undergraduate and/or graduate student affairs that include academic advising, admissions and recruitment, and fiscal management of resources

Preferred

1. Demonstrated understanding of the organizational and operating structures of a University and its administrative units, academic departments and research labs.

Required

2. Working knowledge of University policies and procedures especially as they pertain to graduate student affairs, fellowships, academic apprentice personnel (TA, GSR, Readers), Division of Graduate Education, Student Accounting, Registrar's Office, Housing, Dashew Center, etc.

Preferred

3. Demonstrated counseling skills to handle difficult issues such as denial of admission, exam failures, and probation or termination with sensitivity. Maintain strict confidentiality and handle sensitive information.

Required

4. Excellent interpersonal skills, communication skills, and usage of language to clearly convey information verbally and in writing. Skill in writing concise, logical, grammatically correct correspondence, analytical reports, evaluations, offer letters, and other written communication.

Required

5. Demonstrated excellent customer service and strong interpersonal skills to work effectively and build cooperative, effective relationships with faculty, staff, students, and senior management. Skill in interacting with persons of various socio-cultural, economic and educational backgrounds for the purposes of advising students.

Required

6. Strong organizational skills to independently analyze, prioritize, and work with frequent interruptions to meet fixed deadlines and follow through on tasks to completion under conditions of fluctuating workload.

Required

7. Project coordination experience communicating goals, objectives, deliverables, information, and deadlines to team members in a systematic and efficient manner.

Required

8. Technical proficiency in Microsoft Office Suite, DocuSign, Adobe PDF, database management, spreadsheets, presentation tools, web content management, and quantitative calculations; adept in evaluating domestic and international transcripts, with demonstrated ability in Google Workspace (Docs, Sheets, Forms, Drive), and other systems to manage, access, analyze and format data. Skill in effectively managing paper and electronic filing systems.

Required

9. Working knowledge of online business systems related to graduate student affairs: OASIS, SIS, SAWeb, GoGrad, GoFAT, Jasmine: Online Fee Remissions System, VGR online application system, MyBruin International Portal, Slate Admissions, BFA

Preferred

10. Ability and willingness to learn and implement new administrative tools and technologies and policies and procedures.

Required

11. Mathematical skills sufficient to work with percentages, ratios, and fractional calculations, including accounting ability to reconcile and balance funding and provide accurate financial reports.

Required

12. Able to work evenings and/or weekends as needed for events.

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.

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:

Engineering V

Standing/Walking

X

X

Sitting

X

X

Bending/Stooping

X

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.