SAO SUPERVISOR

STDT SVC SUPV 2 (004579)

UCPath Position ID: 40051823

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

806563

Approved Date:

8/15/2026 4:47:35 PM

Date Last Edited:

8/15/2026 4:47:32 PM

Last Action Effective Date:

12/1/2023

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:

40051823

Position Description ID

165127

UC Payroll Title:

STDT SVC SUPV 2 (004579)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 21

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

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

005156

Student Services Advisor 3 SV

2.0

005155

Student Services Advisor 2 SV

1.0

0.0

POSITION SUMMARY

Under the general direction of the Associate Dean of Academic and Student Affairs and the direct supervision of the Director of the Office of Academic and Student Affairs (OASA), Henry Samueli School of Engineering and Applied Science (HSSEAS), provide administrative and counseling support in the area of undergraduate student affairs. Assist in managing the daily operation of OASA and all staff with decision-making authority, acting jointly with and as back-up for the Director. Academic counselor for undergraduate students in mechanical and aerospace engineering, computer science, and computer science and engineering. Major duties include: advising undergraduate students on policies, procedures, and degree requirements; assessing, communicating, and recording academic progress; reviewing student petitions; and updating databases. Lead commencement coordinator overseeing a team of three support staff. Plan, coordinate, and run the annual HSSEAS Commencement degree-conferring ceremonies. Secure and authorize all on-campus facilities reservations, services, and purchases associated with the events; authorize and monitor expenditures; develop, plan, and direct the logistical and ceremonial aspects securing staff and students to work the events; provide oversight of commencement awards, electronic notices, and ticketing for eligible degree candidates, student data for the commencement program brochure, ceremony scripts, name cards, faculty attire, and commencement website. Supervise the lead computer science Student Services Advisor responsible for academic advising and Samueli School scholarships. Supervise the lead computer engineering Student Services Advisor responsible for academic advising, Graduate Schoolwide Recruitment Open House, Graduate Schoolwide Orientation, and Graduate Housing allocations. Supervise the lead civil engineering Student Services Advisor responsible for academic advising and coordinating course scheduling for the School. Assist with new employee training of career staff and student workers and assist with developing policies and processes. Produce statistical and analytical reports related to enrollment, scheduling, and other areas assigned by the Associate Dean and requested by academic departments. Utilize online systems to carry out duties. Occasional early evening hours required in order to participate in student informational events. Weekend hours required for OASA events, such as Discover UCLA Engineering,

EVENTS MANAGEMENT COMMENCEMENT

1. Lead, plan, manage, and provide oversight for the annual Samueli engineering undergraduate and graduate commencement degree-conferring ceremonies. 2. Establish event goals, conduct long-range planning, and manage implementation. 3. Secure and authorize all on-campus facilities reservations, layouts, services, and vendors associated with the events. 4. Represent HSSEAS at monthly campus-wide commencement coordinators meetings. Develop and coordinate HSSEAS plans in conjunction with campus offices such as Events Management, the Chancellor's Office, and Special Events and Protocol. 5. Authorize, monitor, and document expenditures; responsible for the HSSEAS Commencement budget, processing Purchase Order submissions where needed. 6. Organize the official party, faculty, and degree candidates as to their placement during the degree-conferring ceremony, adhering to event protocol. 7. Develop and distribute script, instruction cards, and run-of-show materials whereby the communications team, events office, faculty, presenters, photographers, speakers, and venue production team are cued as to their part in the degree-conferring ceremonies. 8. Create and maintain the HSSEAS Commencement website. 9. Coordinate with the HSSEAS External Affairs Office on the selection of keynote speakers. 10. Coordinate informational materials and notices sent to all HSSEAS undergraduate and graduate degree candidates, faculty, staff, and guests. 11. Implement procedures to determine who is eligible to participate in the HSSEAS ceremonies, working with school and campus partners to implement exit surveys and MyUCLA ticket-ordering access. 12. Oversee a team of three support staff coordinating activities associated with HSSEAS Commencement. 13. Supervise the development of the program brochure as it pertains to student degree candidate names and award recipients. 14. Oversee the faculty attire list and RSVPs working with campus Graduation, Etc. 15. Provide oversight for the nomination and selection process for School and departmental awards, as well as the selection of student speakers and musical performers. 16. Provide oversight of online name card registration and distribution working with photography vendors. 17. Oversee the planning and execution of student line-up and processional. 18. Oversee the organization of staff and student volunteers to assist with the ceremonies. Conduct meetings, rehearsals, and assign responsibilities to approximately 40 volunteers. 19. Supervise and oversee the planning and execution of School Graduate events (Schoolwide Graduate Orientation, Recruitment, and Open House Welcome) in support of the Student Services Advisor graduate liaison.

30%

UNDERGRADUATE ADMINISTRATION AND COUNSELING

1. Formulate policies, where they are not yet established, in conjunction with other counselors and the Associate Dean for Academic and Student Affairs. 2. Review student petitions requesting exceptions to HSSEAS and University policies and curricular requirements with decision-making authority. 3. Evaluate petitions for changes of major within the Henry Samueli School of Engineering and Applied Science, and petitions to enter HSSEAS from the College of Letters and Science, approving those which meet established criteria and making recommendations to the Dean for acceptance or denial on those which do not. 4. Determine appropriate academic action for students subject to dismissal. Establish academic contracts when necessary. Make student dismissal recommendations. Perform exit interviews with dismissed students and answer questions regarding students' options in a caring and sensitive manner. 5. Academic Counselor for students following mechanical and aerospace majors and computer science and computer science and engineering majors, counseling students regarding program planning, prerequisites, and academic scheduling. Offer recommendations and assistance to faculty in policy formulation and curriculum change. 6. Provide oversight to lead counselors who review quarterly proposed class schedules for the Computer Science Department and the Mechanical and Aerospace Engineering Department, paying special attention to conflicts, omissions, and other problems. Advise Department faculty and staff of any problems and suggest appropriate modifications as needed. 7. Audit and regulate class schedules and enrollments with authority to change students' study lists. 8. Enforce School and University policies while advising HSSEAS and potential HSSEAS undergraduate students on all matters relating to requirements for nine majors and three minors, academic difficulties, and eligibility for special programs, such as the Departmental Scholars Program and Exceptional Student Admissions Program (ESAP). 9. Counsel newly admitted freshman and junior transfer students during summer orientation regarding HSSEAS and University policies, use of advanced standing credit to meet degree requirements, online enrollment, housing, and general information regarding student life at UCLA. Give group presentations to orientation students. 10. Develop and implement new databases in conjunction with the Programmer for efficient management of students' records. 11. Instruct students in the use and purpose of the computerized Degree Audit Reporting System (DARS) and assist students experiencing difficulty in its use. Troubleshoot database problems. 12. Ascertain students' special needs, making appropriate referrals. Responsible for maintaining a thorough working knowledge of student programs and services provided by outside offices (e.g., Career Center, The Center for Accessible Education, Counseling and Psychological Services, Dashew Center, Education Abroad Program, Financial Aid, and the Student Research Program). 13. Represent HSSEAS at informational and special events. 14. Respond to daily emails and Message Center cases from continuing and prospective students as well as academic units.

35%

SUPERVISION AND MANAGEMENT

1. Directly supervise three Student Services Advisors. Exercise full supervisory responsibility, including assigning and prioritizing work, establishing performance expectations, providing direction and training, monitoring and evaluating performance, addressing performance and attendance concerns, and making recommendations regarding hiring, personnel actions, and other employment matters in accordance with University policies and procedures. 2. The Student Services Advisor responsible for scholarships and lead academic counselor for the computer science major, computer science and engineering major, and the supporting data science minor. 3. The Student Services Advisor 3 responsible for coordinating course scheduling and lead academic counselor for the civil engineering major and environmental engineering minor. 4. The Student Services Advisor 2 who serves as the graduate liaison, is responsible for Schoolwide Graduate events, and is the lead academic counselor for the computer engineering major. 5. Member of the leadership team exercising managerial oversight. 6. Ensure adequate in-person staffing to sustain daily operations. 7. Contribute to the recruitment and retention of career staff. 8. In conjunction with the Associate Dean and the Director, develop policies and processes in support of organizational structure. 9. Apply data analysis to provide holistic reports, which leads to informed decision-making.

35%

•

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

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

Required

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

Required

Ability to work collaboratively with OASA leadership and campus partners to identify, problem solve, and create solutions in order to resolve or improve operational processes and procedures.

Required

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.

Required

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

Required

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

Required

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

Required

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

Preferred

Familiarity with University online systems and procedures: SIS (student information systems), SRS (student records systems), Course Inventory Management System (CIMS/CMS), MyUCLA, DARS, ASSIST, and Transferology.

Preferred

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

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

Required

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.

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.