Lead Academic Advisor

STDT SVC SUPV 1 (004578)

UCPath Position ID: 40111879

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1134251

Approved Date:

1/28/2026 8:43:01 PM

Date Last Edited:

1/28/2026 8:42:59 PM

Last Action Effective Date:

4/12/2022

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:

40111879

Position Description ID

167187

UC Payroll Title:

STDT SVC SUPV 1 (004578)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 20

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

C: Supervisor - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40039960

Reports to Payroll Title:

STDT ADVISOR MGR 1

UCPath Department Head Position Number:

40037311

Department Head Payroll Title:

#N/A

DIRECTION - Indicates that the incumbent establishes procedures for attaining specific goals and objectives in a broad area of work. Only the final results of work done are typically reviewed. Incumbent typically develops procedures within the limits of established policy guidelines.

005154

STDT SVC ADVISOR 1 SV

1

005154

STDT SVS ADVISOR 1 SV

1

POSITION SUMMARY

Under the general supervision of the Associate Dean of Academic and Student Affairs in the Samueli School of Engineering Office of Academic and Student Affairs which is the central undergraduate unit with complete oversight of the undergraduate programs for all the seven academic departments in the School of Engineering. Under the direct supervision of the Director of Student Affairs, the Student Services Supervisor 1 position will be in charge of the front desk operations of OASA and manage the academic notices and audits sent to students. The position will supervise two Student Services Advisor 1 and two front desk student clerks to ensure adequate staffing, proper protocols and procedures are followed, and provide guidance for the dissemination of information. The Student Services Supervisor will also oversee the peer advisor training program by hiring, training, and supervising up to six peer advisors. As part of the management team the student services supervisor 1 will support the management of OASA, maintain staff training documentation and schedule refresher training presentations. This position will also be the lead academic advisor for students in the undergraduate Electrical Engineering major and the Data Science Engineering minor and a support counselor for the computer engineering, computer science, and computer science and engineering majors. As lead counselor they will provide guidance and oversight to all other academic advisors serving the Electrical Engineering major and the data science minor. This person also oversees the OASA relationship with Electrical and Computer Engineering (ECE) department Fast Track honors program. Requires extensive knowledge of curriculum requirements to provide guidance to the ECE Department chair, and vice chair on complex curricular issues. Oversees the entire student experience for Electrical Engineering majors from orientation through graduation, requiring a seasoned, experienced academic adviser. 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. Requires experience and judgement necessary to recommend the disposition of student petitions for exceptions to policies and requirements established by multiple departments within Engineering.  Must be knowledgeable about policies and procedures regarding enrollment and course planning, scholastic requirements and deadlines, transferability of courses, course substitutions, changes of major, readmission requirements. Must be skilled in providing solutions to degree progress and requirement issues. Responsibilities of this position include complete oversight of the publication of the Samueli Engineering Announcement and the Engineering section of the UCLA catalog; as such, coordinates all information submissions on engineering majors, course descriptions, academic programs and research labs for the seven departments and schoolwide programs. This position requires occasional evening hours or weekend hours in order to represent the Office of Academic and Student Affairs at information sessions, outreach events, Discover UCLA Engineering, Bruin Day, Transfer Bruin Day, and the Samueli Engineering Commencement ceremonies.

Counseling and Administration

1. Formulate academic policies in conjunction with the Associate Dean of Academic and Student Affairs and the Director of the Office 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 Samueli School of Engineering, 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. 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. 5. Lead academic counselor for the Electrical Engineering major and the Data Science Engineering minor. 6. Train, mentor and provide oversight for all electrical engineering academic advisors. 7. Utilize extensive knowledge of curriculum requirements to provide guidance to the Electrical and Computer Engineering chair and vice chair on complex curricular issues. 8. Advisor for the department fast track honors program. 9. Manage the electrical engineering major student experience from orientation through graduation. 10. Part of the academic counseling team for computer engineering, computer science, and computer science and engineering and undeclared undergraduate. Counsel students regarding program planning, prerequisites and academic scheduling.  11. Review quarterly proposed class schedules for the Electrical and Computer Engineering  Department, assuring offerings meet expected demand resolving course conflicts. 12. Audit and regulate students' class schedules and enrollments with authority to change students' study lists. 13. Enforce School and University policies while advising current and potential HSSEAS 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. 14. 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. 15. Develop and implement new databases and queries in conjunction with the SEASnet for efficient management of students' records. 16. Instruct students in the use and purpose of the computerized Degree Audit Reporting System (DARS). Troubleshoot database problems. Transmit information via electronic ticket to the campus UCLA Degree Audit Team to initiate encoding changes. 17. 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). 18. Attend informational and outreach events and assist with special week-end Events such as  Discover Engineering, Bruin Day, Transfer Bruin Day and Commencement. 19. Respond to daily e-mails/Messages from continuing students, faculty and staff. 20. Lead counselor for oversight of the ECE department Fast Track honors program and advising students on enrollment options. 21. Oversee quarterly process of online change of major submissions ensuring that process runs smoothly in conjunction with Student Services Advisor 1. 22. Run queries to collect statistics and data.

45%

Supervision and Training

1. Responsible for managing the front office area to ensure adequate staffing, proper protocols and procedures are followed, and guidance for the dissemination of general and academic information to staff, faculty, students, and the general public. 2. Hire, train, and supervise the Student Services Advisor 1 (front desk, petitions) on various programs and degree requirements, understanding and explaining University and School procedures and regulations required of all HSSEAS undergraduates, computer databases for logging submissions and processing of petitions, forms, etc. Ensure that the advisor is maintaining the OASA staff website and provide administrative assistance in the update of all OASA WebPages. 3. Hire, train, and supervise the Student Services Advisor 1 (academic audits and notices) on various programs and degree requirements, understanding and explaining University and School procedures and regulations required of all HSSEAS undergraduates. Ensure that the advisor is running the quarterly student study list audits; review information and generate notifications to students who fall under: dean's honors, academic probation, major deficiencies, subject to dismissal and academic contracts. 4. Responsible for the coordination of in-person staff coverage of the front desk by overseeing the staffing schedule in consultation with the Director of OASA. 5. Hire, train, and supervise up to two file clerks in OASA responsible for providing administrative support and front office coverage.  6. Manage the peer advisors training program by hiring, training, and supervising up to six peer advisors. 7. Work with the Director of OASA to help onboard direct supervisees. 8. Maintain staff training documentation and schedule refresher training presentations for OASA staffs in collaboration with the Director of the Office of Academic and Student Affairs 9. Work with the OASA management team to ensure that the operational needs of the office are met and establish or revise protocols and procedures when needed. 10. Collaborate with lead advisors to make sure that the two Student Services Advisor 1 staff and peer advisors are supporting OASA with degree audit checks, ESAP reviews, change of major workshops, and OASA events. 11. Responsible for evaluating performance of direct reports and making recommendations for merit increases. 12. Responsible for regularly reviewing processes and systems to streamline where possible and collaborating with to the Director of OASA to implement changes where needed.

45%

Publications

1. Manage the publication of the Samueli Engineering Announcement and the Engineering section of the UCLA catalog. Coordinate all information submissions on engineering majors, course descriptions, academic programs and research labs for the seven departments and schoolwide programs working in collaboration with the UCLA publications team. 2. Responsible for the preparation and distribution of Announcement content (call sheets) for review by the 7 academic departments and schoolwide programs working with department chairs and staff liaisons to update faculty lists, fields of study, course information, etc. for the official publication for the School. 3. Update information regarding Engineering curricula based on changes approved by the FEC and the Undergraduate Council. 4. Contact appropriate campus offices for updates to other sections of HSSEAS Announcement and General Catalog. 5. Set deadlines for departments and other campus offices for submission of material for update of Announcement and Catalog. 6. Work with the Samueli communications team to select appropriate photos for different sections and cover of Announcement. 7. Responsible for correctness of proofs. 8. Responsible for updating OASA website with pdf and html versions of Samueli Engineering Announcements.

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 combination of education and experience/training

Required

1. Effective communication and Interpersonal skills with the political acumen to interact with a diverse population of faculty, staff, students, and the general public.

Required

2. Ability to lead a team and supervise direct reports, which includes onboarding employees, delegating responsibilities, organizing work flow, training and development, and conducting performance evaluations.

Required

3. Ability to work collaboratively with OASA leadership and campus partners to identify, problem solve, and create solutions to improve operational process and procedures.

Preferred

4. Skill in employing fundamental counseling techniques with sensitivity sufficient to assist students of various social, cultural, economic and educational backgrounds in the resolution of problems and for purposes of academic advising.

Preferred

5. Demonstrated experience managing challenging situations and working with students in distress and/or academic difficulty.

Required

6. Ability to multi-task with frequent interruptions, and ability to work effectively under conditions of fluctuating workload; ability to set priorities, implement time management skills, and work independently with minimal direction, think strategically and work in demanding situations.

Required

7. Working knowledge of University and School rules, regulations, policies and procedures as they relate to student affairs, academic programs, curricula and degree requirements.

Preferred

8. 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

9. 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

10. Familiarity with computer software, spreadsheets, programs, and databases to sufficiently create, maintain and modify databases, and/or generate reports. Ability to manipulate, track, and analyze data using these computer tools. Ability to learn new programs quickly and thoroughly.

Required

11. Ability to conduct in-person and virtual workshops and presentations to student groups and college/university staff and faculty.

Required

12. Skill in writing grammatically correct reports and correspondence.

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.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

BOELTER HALL-6TH FLOOR

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.