Student Services Advisor

STDT SVC ADVISOR 3 (004575)

UCPath Position ID: 40042730

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1000612

Approved Date:

6/13/2025 3:39:17 PM

Date Last Edited:

6/13/2025 3:39:14 PM

Last Action Effective Date:

11/2/2010

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1210O

Organization:

SCHOOL OF ARTS AND ARCHITECTURE

Division Code:

1212D

Division:

ARTS & ARCHITECTURE DIV

Department:

042000 - DEPT OF ART

Position Details

UCPath Position Number:

40042730

Position Description ID

170314

UC Payroll Title:

STDT SVC ADVISOR 3 (004575)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 19

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

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:

40261355

Reports to Payroll Title:

Department Manager

UCPath Department Head Position Number:

40066990

Department Head Payroll Title:

ADMIN SUPV 2

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 direction of the Chair and Administrator for the Department of Art, the Student Affairs Officer III is a senior staff member who manages the student services area for the graduate and undergraduate programs in Art.  Major responsibilities include counseling students, overseeing the student admissions process, evaluating and awarding of fellowships and block grant funds, student orientation and events, career counseling, and related programs.

The UCLA Department of Art is one of four academic units within the School of the Arts and Architecture. The UCLA Department of Art has one of the leading Master of Fine Arts (MFA) and Bachelor of Arts (BA) programs The goals of the program are to foster excellence, equity, diversity, and inclusion in the visual arts through professional art education in a leading public research university. The programs focus on individual studio-based practices through six areas of study: Ceramics, Interdisciplinary Studio, New Genres, Painting/Drawing, Photography, and Sculpture. The undergraduate program has an average of 215 students and the graduate program has 42. The department has 15 Senate Faculty and a broad range of lecturers and visiting artists.

Administration

 • Manage the functionality of student services office/unit including counseling, academic actions and establishing policy and procedures for implementation of University, school and departmental requirements and regulations.

 • Make recommendations to the chair and faculty on student petitions, exemptions to rules and regulations, deadlines affecting enrollment and admissions, graduation, scholarship and progress requirements.

 • Interpret, explain and implement University policies and regulations as they affect the administration of student affairs regarding degree and admissions requirements. Make recommendations to faculty advisors and University administrative offices regarding student actions.

 • Oversee Department's participation in summer orientation programs and activities. Coordinate departmental activities with School of the Arts and Architecture student services and recruitment staff. Prepare and deliver general and specialized presentations.

 • Evaluate annual curricular changes. Attend all curricular committee and faculty meetings as required providing interpretation of changes in curriculum to students. Advise faculty regarding graduate division standards and procedures.

 • Draft and prepare course approval and program requirement documents for review by faculty, Faculty Executive Committee, Undergraduate Council and Graduate Division as appropriate.

 • Ensure the maintenance of statistical data on admissions, enrollment, honors, withdrawals, petitions and other relevant student information to assist Chair, faculty and administrators in programmatic evaluation and decision making. Monitor the enrollment process and create spreadsheets to track enrollment problems, when needed. Collaborate with the Chair and •Assistant to the Chair in the the creation and the implementation of the quarterly schedule of classes.

 • Responsible for the support and development of the Department's portion of the University General Catalogue and other departmental publications, including the Department's graduate brochure and student handbooks; drafting and editing copy and arranging for publication, printing and distribution. Contribute to the development and review of website information. •Represent the Department at requisite on- and off-campus meetings and events regarding counseling, admissions, orientation, student support and outreach. Work on the development and dissemination of promotional materials.

 • Coordinate Teaching Assistantship appointments, including contracts, training and quarterly assignments. Prepare Department's applications to Office of Instructional Development for TA training funding. Draft, update, prepare and distribute TA training manual. Prepare fee remissions, coordinating funding assignments with Graduate Student Support.

 • On behalf of the Chair, draft correspondence and reports related to Departmental, curricular and student affairs issues, as assigned.

 • Supervise and delegate assignments to casual employees and work-study students, as needed.

25%

Admissions

 • Advise large number of prospective undergraduate and graduate students and applicants regarding requirements for admission, degrees, transferability of credit and Departmental and University offerings, by e-mail, letter, phone or interview.

 • Manage the processing of high volume of undergraduate and graduate applications for admissions following established procedures. Evaluate applicant records to determine eligibility. Prepare applicant files, ensuring inclusion of relevant materials. Coordinate and participate in Admissions Committee reviews.

 • Create and maintain admissions databases. Compile and distribute admissions statistical data; generate statistical and analytical reports to expedite review and evaluation of admissions files.

 • Process and oversee on-line actions and all necessary documents and forms upon approval. Ensure appropriate tracking of students during admissions process.

 • Assist in recruitment of new students by participation in special events, workshops and programs devised by the department. Prepare and give presentations.

 • Oversee the development, preparation and dissemination of orientation packets and introductory materials for new students.

 • In consultation with Chair and Admissions Committee, recommend admission for freshman, transfer and graduate students and disposition of special action cases. Coordinate unit's appeal process.

 • Advise change of major applicants; coordinate review and processing of major change applications on a quarterly basis.

 • Conduct ongoing analysis of current admissions process, making suggestions for long-range planning and future needs.

25%

Counseling

 • Advise new and continuing students in all programs on curriculum, degree requirements, program and graduation requirements. Interpret departmental and University standards and procedures. Advise students on the applicability of previous course work, transfer of course credit and prerequisites.

 • Counsel or refer students with academic and/or personal problems related to academic performance. Assist students in problem resolution, making specific recommendations, or referring students to other campus resources as appropriate, including Counseling and Psychological Services, and School of the Arts and Architecture Office of Student Services.

 • Review student transcripts and alert students and faculty advisors to problems. Consult with Department Chair and faculty advisors regarding possible remedies or potential actions. On behalf of the department, draft written recommendations as necessary.

 • Perform degree checks for all students and advise students on graduation deficiencies. Certify that students have met degree requirements.

 • Counsel students regarding grades. Monitor and advise students with incomplete grades. Explain University and Departmental policies for grading, including minimum requirements and standards in studios. Mediate disagreements between students and faculty concerning grades. Advise faculty on grade submission process.

 • Apprise students of various petitions and regulations for leaves.

 • Review all student petitions prior to submission to faculty. Prepare for further review  by faculty. Coordinate review and processing of student contracts for enrollment in individual study classes.

 • Monitor and coordinate comprehensive examinations and register passing students on University's Comprehensive Examination Report for submission to Chair for approval. Advise students regarding completion of comprehensive examinations and on organizing committees.

25%

Outreach and Special Programs

 • Assist Chair in developing and implementing outreach activities to enhance students' educational experience and provide professional growth. Participate in ongoing assessment and programmatic improvement.

 • Act as liaison for students, staff and faculty involved in outreach programs. Provide advisement and counseling for program enrichment and to facilitate and enhance students' participation.

 • Serve as departmental liaison with the alumni. Track alumni achievements and exhibitions to be used for publicity, marketing and fundraising purposes. Update e-mail lists and design database for tracking alumni and maintain contact with alumni on an ongoing basis.

 • In conjunction with Chair, Manager and Alumni Association as appropriate, develop and implement special projects related to alumni outreach. Participate in ongoing program analysis and programmatic improvement.

 • Assist and advise the chair and faculty in summer session and summer institute program planning and curricular analysis. Conduct informational sessions for student and program participants as required.

 • Monitor and track student enrollments in summer programs, and address student issues as they arise.

 • Participate in outreach and summer programs marketing efforts. Support the design and development of relevant programmatic materials providing advisement on content, as well as reviewing and editing to ensure Departmental procedures and policies are met.

10%

Student Support

 • Administer intramural and extramural award programs for new and continuing students including fellowships, scholarships, Financial Aid and Graduate Division allocations. Ensure the coordination of teaching assistantships, graduate student research appointments, work-study and departmental appointments.

 • Notify students of award opportunities through individual advisement and general dissemination of information through student handbooks, postings, publications, and e-mail notifications.

 • Organize and attend student support committee meetings. Advise faculty and staff of financial standing of students and policies and procedures on need-based and merit-based support.

 • Oversee the preparation of relevant documents and reports. Maintain currency and accuracy of financial support data on individual students and by funding source. Ensure the preparation of required documents, forms and reports, including award notifications and transmittals. Prepare summary reports as required by Department and School administrators.

 • Review Graduate Division, School of the Arts and Architecture and University publications and policy to prepare departmental recommendations ensuring compliances with Graduate Division and academic apprentice personnel policies and procedures. Draft and edit copy of Departmental teaching assistantship guidelines; prepare and submit notification letters.

15%

•

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 experience

Required

Master's Degree

Preferred

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

Required

Working knowledge of Undergraduate Admissions and Registrar's offices, and student services such as Placement and Career Planning Center, Student Psychological Services and Financial Aid.

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 advising.

Required

Skill in analyzing information, problems, situations and practices or procedure to define the problem or objective, to identify relevant concerns or factors, to identify patterns, tendencies and relationships, to formulate logical and objective conclusions

Required

Skill in setting priorities that accurately reflect the relative importance of job responsibilities.  Ability to work independently and follow through on assignments with minimal direction

Required

Ability to perform variety of duties with frequent interruptions and ability to work effectively under conditions of fluctuating workload.

Required

Ability to organize materials, information and people in systematic way to optimize resources for effective delivery of services.

Required

Ability to establish and maintain cooperative working relationships with students, faculty and administrators, establishing rapport and gaining trust of others.

Required

Skill in listening perceptively and conveying awareness, in motivating others and in stimulating people to effective action.  Skill in mediating between hostile and/or contending parties or groups.

Required

Ability to make oral presentations to provide information on academic programs, admissions, recruitment, academic programs, policies and procedures.

Required

Skill in interpretation of admissions evaluations and record cards for purposes of advising.  Skill in interpretation of college and University transcripts to appropriately advise prospective and continuing students to produce advisory degree checks.

Required

Ability to operate a personal computer and utilize requisite software including Microsoft Word, Outlook and Excel with minimal direction.  Ability to perform on-line enrollment transactions and use computerized student records system for informational purposes.

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:

Broad Art Center

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

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.