Student Services Advisor 3

STDT SVC ADVISOR 3 (004575)

UCPath Position ID: 40055103

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1121262

Approved Date:

5/22/2025 11:32:47 AM

Date Last Edited:

5/22/2025 11:32:43 AM

Last Action Effective Date:

12/1/2020

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE

Division Code:

1330D

Division:

L&S LIFE SCIENCES

Department:

084500 - INTEGRATIVE BIOLOGY & PHYSIOLOGY

Position Details

UCPath Position Number:

40055103

Position Description ID

171139

UC Payroll Title:

STDT SVC ADVISOR 3 (004575)

Business Title:

Student Services Advisor 3

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:

40063412

Reports to Payroll Title:

ADMIN MGR 1

UCPath Department Head Position Number:

40045582

Department Head Payroll Title:

DEPARTMENT CHAIR

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

POSITION SUMMARY

The incumbent exercises full management responsibility for planning and directing student and academic affairs programs and activities for graduate program of the Department of Integrative Biology & Physiology. The incumbent advises Department leadership and faculty on student and academic affairs issues relative to the Department's graduate program. Major duties include advising of graduate students; developing new approaches to planning and administration; assessing, communicating and recording academic progress; events planning such as orientation, commencement, and workshops/townhalls; overseeing admissions; and collecting data and offering recommendations for changes in student programs and in formulation of policy and curriculum changes. Also responsible for hiring of TAs and Readers (includes the vetting process). Assists the CAO with managing the TA/Reader budget, recruitment budget, and .graduate fellowship and scholarship funds. The incumbent also manages the department's Summer Session program including the hiring of temporary faculty and TA's and the monitoring of course enrollments to ensure each class is profitable.

Research in the Department of Integrative Biology and Physiology (IBP) is dedicated to explaining the function of complex biological systems, in cells, organs, and individuals. The recent rapid advances in molecular and cell biology and genetics, including the sequencing of numerous genomes, has provided an unprecedented opportunity to use this new information to understand how the genes interact to produce emergent phenotypes in complex systems.

Graduate Student Admissions and Advising

A1. Communicate with and recruit potential graduate student by telephone, personal interview, meetings, letters and electronic media. Plan, design, and manage recruitment programs which include complex interview schedules, travel arrangements, and entertainment. Develop and manage recruitment budget. (E)  A2. Design and write promotional materials for print and electronic media. (E)  A3. Design and manage graduate admissions process in coordination with Graduate Division regulations. Create paper and electronic files for tracking and analyzing applicant materials. (E)  A4. Write reports for internal and external agencies on graduate recruitment, admissions, enrollment, and support. (E)  A5. Plan and manage new graduate student orientation program. (E)  A6. Inform applicants of decisions. Counsel successful applicants on financial aid, student services, curriculum, faculty, and all other related issues. (E)  A7. Advise faculty on departmental, Graduate Division, and University policy and procedure regarding admissions, student and academic affairs, and support. Assure department is in compliance with policy. (E)  A8, Manage departmental student support funds, including the TA budget. Develop annual student support funding budget and award strategy. Liaise with appropriate offices to facilitate processing of awards, fee remissions, fee deferrals. (E)  A9. Advise graduate students on the full range of academic and support matters, including degree requirements, thesis committee regulations, services, awards, financial aid, and opportunities. (E)  A10. Plan degree programs for each student, monitor progress to degree. Direct student Annual Academic Report program. inform students and faculty advisers of progress. perform degree audits for the M.S. degree. Certify students for completion of degree requirements. (E)  A11. Generate and approve appropriate petitions and forms. Record petition decisions and initiate action as necessary. (E)  A12. Serve as advisor to departmental graduate student organization. (E)  A13. Advise international students on visa regulations and assist them in preparation of visa applications. Work with the Dashew International Student Center on documenting financial eligibility for visa insurance. (E)

50%

Graduate Program Planning and Administration

B1. Directly nominate students for fellowships and other awards. Advise faculty and students on fellowships and nominating procedures. Manage nominations for awards. Compose letters of nomination for Chair's signature. (E)  B2. Manage the faculty Graduate Affairs Committee. Plan committee agendas. Advise faculty on policy. procedures and individual cases, formulate strategies for problem-solving. Record and implement decisions. (E)  B3. Direct preparation of curriculum revision documents. Advise Department Chair, Graduate Affairs Committee, and faculty on curriculum changes and procedures for graduate programs. (E)  B4. Analyze student enrollment and trends using database and spreadsheet software. Generate reports and recommendations. (E)  B5. Write and edit copy for UCLA General Catalog, Program Requirements for UCLA Graduate Degrees, commercial websites, and other materials descriptive of the curriculum. (E)  B6. Assist Department Chair in developing academic year teaching calendar. Advise Department Chair and faculty on courses, scheduling, teaching faculty, teaching assistants, and resources. Submit detailed teaching plan to the CAO by February 1 for inclusion in the department's Annual Report and Budget Request. (E)  B7. Plan and write proposal for Teaching Assistant Consultant salary funding. (E)  B8. Write text relative to graduate program for inclusion in departmental annual report for the Dean. (E)  B9. Compile statistics and analyses for Academic Senate Self-Review reports. (E)  B10. Write reports for extramural professional organizations on issues relative to enrollment, degree completion, etc. (E)  B11. Communicate with other departments in the College, the health profession schools, and other universities on the department's academic programs and related issues. (E)  B12. Clearly and effectively articulate department concerns to the Graduate Division, College, and other agencies in writing and orally and in presentation. (E)  B13. Liaise with departmental course scheduler and evaluation coordinator in all matters relating to course/instructor evaluation. Resolve course scheduling/enrollment problems. (E)

25%

Academic Personnel Administration and TA Hiring

C1. Manage the department's Teaching Assistants and Graduate and Undergraduate Readers, including selection of students for teaching assistant-ships and reader positions, assignment to courses, compliance with collective bargaining unit policy, and evaluation. Advise and participate in decision-making relative to non-reappointment issues and employment exceptions. Monitor TA performance and resolve performance issues. (E)  C2. Responsible for the TA hiring for the IBP Department/Physiology Group totaling over 80 TAs (this includes recruiting, vetting, hiring, processing fee remissions, regularly auditing TAs for eligibility, and managing the entire TA process and making sure everything is in compliance with University and UAW policies. (E)  C3. Manages the TA training pedagogy course/program; Provides administrative support to the TAC and Faculty Supervisor. (E)  C4. Disseminate recruitment information to temporary faculty candidates. recommend candidates for hire to Department Chair and CAO. (E)  C5. Assemble nomination dossiers for Outstanding Teaching Assistant award, participate in selection process for award. Manage award budget. (E)  C6. Develop teaching assistant training practicum and report on program success. Develop in-house evaluation procedures for Teaching Assistant Consultant and practicum. Recruit and select Teaching Assistant Consultant. (E)

15%

Institutional Relations

D1. Develop and maintain constructive and productive working relationships with departmental counselor, especially those in life and physical sciences, as well as those in other departments and in the College. (E)  D2. Accurately and clearly advocate for and represent the department in College and other interdepartmental meetings. (E)

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 experience / training

Required

Demonstrated ability to communicate effectively in person and in writing toa diverse constituency.

Required

Comprehensive knowledge of Summer Session policy and programs.

Preferred

Ability to create logical and consistent paper and electronic filing systems.

Required

Knowledge of policies and procedures governing graduate admissions andstudy at the University of California.

Preferred

Ability to write clearly and to designated purposes.

Required

Demonstrated skill in advising students on complex information, difficultconditions and providing multiple options.

Required

Ability to hold records, examinations, and other materials in completeconfidence. Knowledge of privacy regulations.

Required

Demonstrated skill in using spreadsheet and other database software tocrate analyses, reports, records and other material.

Required

Demonstrated skill to design and manage complex and effectiveadministrative procedures.

Required

Knowledge of policy and procedure governing interdepartmental programstudent and academic affairs program administration.

Preferred

Ability to generate accurate budgets and to track costs.

Required

Demonstrated skill in researching and presenting statistical, narrative andother information. Skill in defining elements and parameters of informationstudies.

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:

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.