Senior Student Affairs Officer

STDT SVC ADVISOR 3 (004575)

UCPath Position ID: 40048167

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1100548

Approved Date:

7/23/2025 7:43:05 PM

Date Last Edited:

7/23/2025 7:42:56 PM

Last Action Effective Date:

5/19/2011

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:

016000 - ELECTRICAL AND COMPUTER ENGINEERING

Position Details

UCPath Position Number:

40048167

Position Description ID

170418

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:

C: Supervisor - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40054676

Reports to Payroll Title:

ADMIN MGR 1

UCPath Department Head Position Number:

40065703

Department Head Payroll Title:

ENGR IV

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

BLANK AST 3

1

ADM RECMT SPEC 2

1

POSITION SUMMARY

The Graduate Student Affairs Office in the UCLA Department of Electrical and Computer Engineering (ECE) provides comprehensive academic and administrative support to the department's M.S. and Ph.D. students. The office is responsible for managing the full graduate student lifecycle—including admissions, orientation, academic advising, funding coordination, degree progress, and graduation—while ensuring compliance with university policies and promoting student success. This position, Senior Student Affairs Officer, oversees the Graduate Student Affairs Office, providing strategic leadership, managing day-to-day operations, and supervising professional and student staff. This position acts as the primary resource for graduate students, faculty, and campus stakeholders, and is responsible for aligning the unit's services with departmental priorities and institutional standards. The position reports to the department manager and collaborates closely with the Vice Chair for Graduate Affairs to ensure continuity across academic, programmatic, and administrative domains. The role requires a deep understanding of graduate education, a commitment to equity and student support, and the ability to lead a high-performing, student-centered team.

SUPERVISION & LEADERSHIP

1. Supervise two full-time staff and one to two student workers. 2. Provide training, mentorship, workload oversight, and performance feedback. 3. Foster a collaborative and inclusive team environment focused on student success.

25%

GRADUATE ADVISING, PROGRESS & SUPPORT

1. Provide comprehensive advising to M.S. and Ph.D. students on curriculum planning, degree milestones, academic standing, and University policies. 2. Monitor student progress from admission through graduation, including coursework, exams, advancement to candidacy, and dissertation filing. 3. Assist students with academic petitions, policy navigation, and resolution of complex issues, including those with potential immigration or financial impacts. 4. Conduct advising sessions and workshops on academic expectations, timelines, and available resources.

15%

DATA MANAGEMENT & REPORTING

1. Compile, analyze, and maintain data on enrollment, academic progress, financial support, and outcomes. 2. Produce reports for departmental leadership, School of Engineering, Graduate Division, and external agencies, ensuring accuracy and FERPA compliance. 3. Maintain digital records to support office operations and strategic planning.

15%

ADMISSIONS, ORIENTATION & ONBOARDING

1. Oversee all phases of the graduate admissions process in collaboration with the faculty admissions committee. 2. Manage application review, decision processing, offer communications, and new student onboarding. 3.Design and lead orientation programming to support a successful transition into graduate studies.

10%

FUNDING, TA ASSIGNMENTS & FELLOWSHIP

1. Administer quarterly TA and Reader assignments, confirming student eligibility and aligning with faculty instructional needs. 2. Coordinate departmental fellowships, student employment, and internal award processes. 3.Track and monitor student funding packages to ensure alignment with financial support policies and commitments.

10%

INTERNATIONAL STUDENT SERVICES

1. Advise international students on academic matters that intersect with visa and immigration regulations. 2. Prepare and submit documents related to CPT, OPT, I-20 extensions, Reduced Course Load (RCL), and other DCISS processes. 3. Ensure compliance with federal regulations and University policies affecting international students.

10%

CURRICULUM & COURSE MANAGEMENT

1. Maintain and update graduate course schedules and catalog entries in coordination with faculty and Registrar’s Office. 2. Support the submission, review, and implementation of new or revised course proposals. 3. Collaborate on quarterly course planning to meet student needs and instructional requirements.

5%

COMMENCEMENT, GRADUATION & STUDENT ENGAGEMENT

1. Track graduation progress and manage the submission of degree paperwork. 2. Coordinate participation in SEAS commencement, including name lists, ticket distribution, and day-of logistics. 3. Facilitate student-facing events, communications, and community-building initiatives throughout the year.

5%

CAMPUS COORDINATION & POLICY IMPLEMENTATION

1. Serve as primary liaison to SEAS Student Affairs, Division of Graduate Education (DGE), Registrar, Financial Aid, and DCISS. 2. Interpret, implement, and communicate University policies; ensure departmental compliance with academic and administrative procedures.

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

Or

Bachelor's Degree

in Education, higher education, STEM, or experience commensurate with the responsibilities of the position

Preferred

At least 5 years

in Graduate advising, academic administration, or student services

Required

1. Demonstrated supervisory experience with proven team leadership and mentorship skills.

Required

2. Working knowledge of graduate policy and academic personnel processes (TA/GSR/Reader hiring).

Required

3. Experience working with international students and familiarity with immigration-related documentation and compliance.

Required

4. Proficiency with student information systems, such as admissions, financial aid, student accounting, learning management.

Required

5. Excellent written and verbal communication skills; confident in public speaking and workshop facilitation.

Required

6. Strong organizational, time management, and analytical skills; ability to manage multiple priorities.

Required

7. High level of professionalism and cultural sensitivity; experience working with diverse student populations.

Required

8. Ability and willingness to learn and implement new administrative tools and technologies.

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:

Non-Clinical Setting

Location Setting:

Campus

Location:

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

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.