Lead Academic Counselor/Advisor

STDT SVC ADVISOR 3 SV (005156)

UCPath Position ID: 40113675

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1119207

Approved Date:

5/14/2026 6:33:03 PM

Date Last Edited:

5/14/2026 6:32:52 PM

Last Action Effective Date:

8/23/2022

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:

011500 - DEAN, SEAS

Position Details

UCPath Position Number:

40113675

Position Description ID

166287

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:

40051105

Reports to Payroll Title:

STDT SVC SUPV 2

UCPath Department Head Position Number:

40039960

Department Head Payroll Title:

STDT ADVISOR MGR 1

GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines.

POSITION SUMMARY

Under the general supervision of both the Associate Dean of Academic and Student Affairs of the School of Engineering and the Director of Office of Academic and Student Affairs (OASA), which is the central schoolwide student affairs office for ten undergraduate majors and three minors within the Samueli School of Engineering. Under the direct supervision of the Student Services Supervisor 2. The Student Services Advisor position is the lead academic advisor for students in the Mechanical and Aerospace Engineering majors and support counselor for other Engineering majors. This position requires extensive knowledge of course content and curriculum requirements to provide guidance to the Mechanical and Aerospace Engineering Department chair and vice chair on complex curricular issues and recommend courses of action when new courses and programs are introduced. This position has responsibility for the entire student experience from orientation through graduation, requiring a seasoned, experienced academic advisor. This position will regularly identify and resolve intricate student issues/grievances and students' personal crises and use refined judgement to determine when such issues must be escalated to the director or associate dean. This position will use experience and judgement to recommend the disposition of student petitions for exceptions to policies and requirements established by multiple departments within Engineering. This position has the leadership role in conveying the Mechanical and Aerospace Engineering majors and the policy and curriculum updates to all advisors serving engineering undergraduates. This position is the chief organizer of Discover UCLA Engineering, the annual yield event for prospective and admitted undergraduate engineering students which has expanded its agenda to include presentations by the seven academic departments, more than 40 student organizations and special presentations by programs such as Education Abroad hosting over 1,800 guests and is responsible for all logistics of the event. This position plays a crucial role in the transfer admissions process, accessing secure and confidential information from campus and University databases, is responsible for organizing, and preparing undergraduate transfer admissions applicant paperwork for articulation, assists with evaluation of transfer course work for screening transfer applications, interprets and enters data into tables and other aspects of undergraduate admissions. The position coordinates and staffs the information booth at both Bruin Day and Transfer Bruin Day and supervises student workers in attendance. As a School admissions representative, this position is responsible to provide excellent customer service at in-person and virtual outreach and recruiting events for prospective applicants, providing detailed engineering-specific training on admission requirements for various UCLA community outreach groups such as the Center for Community College Partnerships (CCCP) for the purposes of accurate information dissemination. This position is the staff administrator of the student-run mentoring program providing oversight of the mentor-mentee family. This position will be part of the Commencement team and provide support and coordination and logistical planning. Utilize data base queries and the phpmyAdmin system to generate student data and run statistics. Occasional evening hours and required in order to participate in student informational events. Weekend hours required for Discover Engineering, Bruin Day, Transfer Bruin Day and Commencement and outreach.

Counseling and Administration

1. Formulate policies in conjunction with the Dean of Academic and Student Affairs. 2. Review student petitions requesting exceptions to School and University policies and curricular requirements with decision-making authority. 3. Evaluate and make decisions on petitions for changes of major within the Henry Samueli School of Engineering and Applied Science, and petitions to enter engineering from the College and other professional schools. Review applications to the engineering minors. Counsel newly admitted students on major and minor requirements. 4. Generate and send email/Message Center correspondence to newly admitted students to the School from other UCLA Schools and Colleges. 5. Determine appropriate academic action for students subject to dismissal. Establish academic contracts for those students allowed to continue, determine dismissal and counsel students who are dismissed conducting exit interviews advising students of readmissions options in a caring and sensitive manner. 6. Lead academic counselor for the Mechanical and Aerospace Engineering majors. 7. Advise department vice-chair on complex curricular issues and recommend courses of action when new courses, programs are introduced. 8. Train and mentor academic counselors in the policies and changes specific to the Mechanical and Aerospace Engineering majors. 9. Review quarterly proposed class schedules of the Samueli Engineering academic department as assigned, paying special attention to matching offerings to meet expected demand resolving course conflicts. Advise faculty of any problems and suggest appropriate modifications as needed. 10. Part of the undergraduate advising team in support of other Engineering majors. 11. Audit and regulate students' class schedules and enrollments with authority to change students; study lists. 12. Enforce School and University policies while advising current and potential Samueli Engineering undergraduate students on all matters relating to requirements for the degree curricula, academic difficulties, and eligibility for special programs, such as the Departmental Scholars Program and Exceptional Student Admission Program. 13. Counsel newly admitted freshman and junior transfer students during summer orientation regarding School and University policies, use of advanced standing credit to meet degree requirements, on-line enrollment and general information regarding student life at UCLA. Give group presentations to orientation students. 14. Develop and implement new databases and queries in conjunction with the SEASnet programmer for efficient management of students' records. 15. Instruct students in the use and purpose of the computerized Degree Audit Reporting System (DARS) and assist students having trouble in its use. Troubleshoot database problems. Transmit information via electronic ticket to the campus UCLA Degree Audit Team to initiate encoding changes. 16. Ascertain student's special needs, making appropriate referrals. Responsible for maintaining thorough working knowledge of student programs and services provided by outside offices (e.g. Career Center, CAE, Counseling and Psychological Services, EAP, Student Research Program, and Academic Advancement Program). 17. Attend informational and outreach events and assist with special week-end events such as Discover Engineering, Bruin Day, Transfer Bruin Day and Commencement. 18. Respond to daily e-mails/Messages from continuing students, faculty and staff. 19. Run queries to collect statistics and data.

45%

Recruitment Efforts and Student Support

1. Chief Organizer for Discover UCLA Engineering, the School's annual yield event for prospective and admitted students encompassing over 1,800 guests. 2. Coordinate overall logistics of Discover UCLA Engineering including securing the date and setting the agenda, securing venues and room reservations working closely with campus event managers. 3. Direct the seven academic departments and school stakeholders and provide overall logistics and updates; including RSVPs, sending necessary correspondence and confirmations. 4. Secure staff and student volunteers to work the event, set assignments and supervise any in-person activities and virtual aspects. If necessary, compile packets i.e. agendas, maps, brochures, flyers, swag, etc. for prospective students. 5. Work with Samueli School of Engineering admission counselor to regularly review and understand updated admissions criteria for recruitment purposes. 6. Assist in the evaluation of approximately 2500 advanced standing applications per year for satisfaction of required coursework in preparation for the major including data entry updates. 7. Communicate with prospective students and parents on a daily basis advising freshman and transfer applicants regarding Samueli Engineering undergraduate admissions criteria and policies. 8. Counsel applicants with problem applications, explaining reasons for rejection or cancellation of admission, and provide alternatives. 9. Represent Samueli School of Engineering at community colleges and other units on the UCLA campus to provide information regarding admissions requirements and policies. 10. Respond to admissions emails/Messages and telephone inquiries. 11. Assist with campus yield event, Bruin Day for first year and transfer students as it relates to School of Engineering participation. 12. Assist with coordination of Engineering open house and graduate open house under direction of SAO coordinators. 13. Assist with Samueli School of Engineering Ambassadors Tour Program for recruitment efforts. 14. Utilize data base queries and the phpmyAdmin system to generate student data and run statistics. 15. Monitor Undeclared Engineering majors on a quarterly basis to make sure that they are making progress towards declaring a major and send regular correspondence to them and place holds as necessary.

40%

Commencement Support

1. Support the annual Samueli Engineering Commencement degree conferring ceremonies. 2. Assist with the production of the Commencement Program brochure by running commencement queries to determine degree candidates who need to be listed. 3. Oversee the registration and submission for the online name cards in conjunction with Grad Images vendor. 4. Part of the team to run the logistical aspects of the Samueli Engineering Commencement ceremonies.

10%

Training and Supervision

1. Provide daily oversight of student employees 2. Assist in distribution and management of work assignments for student employees with regards to Discover UCLA Engineering, Commencement, and other Office Tasks.

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 combination of education and experience/training

Required

Working knowledge of advising and counseling techniques.

Required

Working knowledge of University and School rules, regulations, policies, and procedures related to student affairs and curricula requirements.

Preferred

Working knowledge of the Registrar's Office and student services such as Career Center, The Center for Accessible Education, Counseling and Psychological Services, Dashew Center and Financial Aid.

Preferred

Familiarity with University on-line systems and procedures, SIS (student information systems) SRS (student records systems), Course Inventory Management System (CIMS CMS), MyUCLA, DARS, Assist, Transferology.

Preferred

Ability to interpret transcripts and manually calculate GPAs and units when necessary, with attention to detail.

Required

Computer and database skills necessary to maintain, troubleshoot and encode student databases, process electronic degree audit notices and generate reports and presentations, such as Microsoft Word, Excel, PowerPoint, Wordpress, and some UNIX language.

Required

Time management organizational skills in working independently and following through on assignments and meeting deadlines.

Required

Ability to multi-task with frequent interruptions, set priorities and work independently with minimal direction, think strategically, work in demanding situations.

Required

Communication, interpersonal skills and political acumen to interact with and make oral presentations to a diverse population that include student groups, faculty, and university staff.

Required

Skill in writing grammatically correct reports and correspondence.

Required

Supervisory skills to train, delegate and monitor work assignments of student employees.

Preferred

Demonstrated ability to handle a high volume of tasks across different functional areas and make higher level recommendations based on past experience.

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:

Clinical Setting

Location Setting:

Campus

Location:

6th Floor Boelter 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.