Director of Student and Instructional Services

STDT SVC MGR 1 (000322)

UCPath Position ID: 40062629

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

602795

Approved Date:

2/7/2025 11:06:51 AM

Date Last Edited:

2/7/2025 11:06:47 AM

Last Action Effective Date:

7/29/2022

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE

Division Code:

1330D

Division:

L&S LIFE SCIENCES

Department:

087500 - PSYCHOLOGY

Position Details

UCPath Position Number:

40062629

Position Description ID

164809

UC Payroll Title:

STDT SVC MGR 1 (000322)

Business Title:

Director of Student and Instructional Services

Personnel Program

Management and Senior Professional (MSP)

Salary Grade:

Grade 23

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

A: Manager - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40046100

Reports to Payroll Title:

ADMIN MGR 2

UCPath Department Head Position Number:

40041384

Department Head Payroll Title:

Chair

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

004575

STDT SVC ADVISOR 3

1

004579

STDT SVC SUPV 2

2

004544

STDT ACAD ADVISOR 2

4

004574

STDT SVC ADVISOR 2

2

004545

STDT ACAD ADVISOR 3

1

004508

ADMISSIONS RECRMT SPEC 2

1

POSITION SUMMARY

The Department of Psychology is ranked among the top in the nation with distinction in research, teaching, and service. The Department has the largest population of undergraduate majors in the Division of Life Sciences and in the UCLA College with 5000 students and 65 ladder faculty, 10-20 lecturers and adjunct faculty. The Department has three undergraduate majors, three undergraduate minors, and a Ph.D. program with eight areas of study. The Department also houses the UCLA Psychology Clinic, and the Megan E. Daly Infant Development Program. With broad direction from the Chief Administrative Officer (CAO) and the Undergraduate and Graduate Vice Chairs, in consultation with academic leadership and campus authorities, the incumbent is responsible for executing the goals and objectives of the Department in all areas that serve and support both the undergraduate and graduate programs. The incumbent is responsible for planning, directing, and evaluating all student services functions and instruction assuring compliance with University policy, procedure and audit standards as well as meeting legal and other relevant agency and organizational requirements. As Director of Student and Instructional Services, the incumbent coordinates and directs all Department of Psychology academic advising services, manages the Student Services Offices, serves as chief advisor to the Chair and Vice Chairs on academic decisions regarding student programs and services, and serves on Departmental and University committees. Incumbent works in concert with the faculty on all academic issues involving students in one of the major or minor programs. Meets regularly with the Vice Chairs for consultation and direction. Major areas include: administration, recruitment and admissions, academic counseling, curricular and strategic planning and articulation agreements. Incumbent works with Chair, Vice Chairs, and CAO and to provide support and analysis of all student-related issues for the Department.

The UCLA Department of Psychology is an exceptional department known for its excellence in research, teaching, and service. With a distinguished faculty comprising more than 60 ladder rank members, it is one of the nation's top psychology departments. Its undergraduate program is the largest within the Division of Life Sciences and the UCLA College, with 5000 undergraduate students enrolled across three majors: Psychology, Psychobiology, and Cognitive Science. The department also offers a comprehensive Ph.D. program with eight areas of study to approximately 200 enrolled graduate students.

MANAGEMENT

A1. Direct and coordinate all academic and student-related services for the Department of Psychology. Manage all facets of Student Services (Undergraduate Advising Office, Graduate Admissions Office, and Graduate Program Office). In coordination with the Chair and Vice Chairs, ensure consistency of student-related policies and procedures, the execution and delivery of departmental student services, and the evaluation and improvement of academic advising and all related programs and activities.  Supervise and establish guidelines for overall procedures for degree review and completion. Create and recommend actions to the Chair and Vice Chairs on student petitions, exceptions to rules and regulations, deadlines regulating enrollment and admission policy, graduation requirements, and scholastic requirements. 

A2. Provide managerial oversight and direction to the Department's undergraduate and graduate program academic advisors. This includes direct supervision of unit staff, as well as overseeing performance and giving direction to mid-level supervisors within the unit, providing guidance, mentorship, and support to ensure team success; defining areas of responsibility; establishing procedures and schedules for carrying through the implementation of University and College requirements and regulations. Conduct regular performance evaluations, provide regular feedback, and implement professional development plans.  Foster a culture of accountability, improvement, and employee engagement. (E)

A3. Utilize data analysis and key performance indicators to evaluate team performance, identify areas for improvement, and implement evidence-based strategies for continuous enhancement.

A4. Oversee daily advising operations, ensuring processes are efficient, student-centered, and adhere to institutional standards. Lead initiatives to optimize workflows, enhance resource allocation, and improve the overall quality of academic advising services.

A5. Work collaboratively with Department management team, including Chair’s Office, Financial Services, Human Resources, Operations, and Infant Development Program.

40%

ADMINISTRIATION

B1. Attend campus-wide meetings with Deans, Vice Provost, Dean of Students, Division of Graduate Education, Ombudspersons, Planning Office, Undergraduate Admissions, Registrar, New Student and Transition Programs, and College Academic Counseling to represent the Department's position on questions of curricular problems and University regulations, requirements, and policy. Serve as policy expert on curriculum planning and development, pertaining to students and academic advising.

B2. Act as primary source of appeal for Departmental undergraduate student majors and minors questioning decisions regarding their status within classes, their major or minor, or the University. Serve as primary advisor to Department Chair, Vice Chairs, and faculty on all student policies and procedures pertaining to academic issues.

B3. Provide leadership and support to ensure excellence in departmental teaching practices. Design and implement training program on departmental teaching policies for new faculty and lecturers.  Collaborate with the Chair and Vice Chairs to address and resolve instructor-student issues and conflicts, serving as the department's policy expert.  Contribute to the review and promotion process of lecturers.

B4. Serve as ex-officio and staff support on 10 departmental committees, advising faculty on all departmental academic issues.

B5. Oversee the yearly update of the UCLA Catalog and process all new course proposals, revisions, and deletions via University online course management system.

B6. Oversee all student information on the Department's website and communication with students via email lists and Message Center.

B7. Oversee and coordinate student-related events and budgets such as undergraduate and graduate commencement ceremonies and the Psychology Undergraduate Research Conference.

B8. Ensure the incorporation of computing technologies into existing student services office systems; work with programmer analysts in Division of Life Sciences and College IT to implement new systems and streamline processes and automate record keeping. Develop student recruitment and student tracking databases.

B9. Working in conjunction with Chair, Vice Chairs, and faculty committees, oversee the coordination of policy regarding recruitment and admissions of all new students to the Department. Oversee Department's recruitment operations and programs; ensure the implementation, evaluation, and improvement of recruitment and retention activities.

B10. Responsible for the management oversight of the admissions process for undergraduate and graduate students. Admissions management is significant as all programs are highly selective and impacted. Over 1000 applications are received annually for approximately 30 placements in the graduate program. The graduate admissions process is decentralized among eight departmental areas, and all programs in the Department require supplemental material including interviews for one of the areas. Oversee online application, provide analysis on undergraduate pre-majors, and plan implantation for undergraduate admissions to the psychology major.

B11. Oversee and review all applicants referred for special action admission. Provide oversight for screening and review processes an in dealing with problem admissions. Confer with students and parents regarding admissions to programs, denials by faculty committees and identify alternatives for students.

B12. Oversight of annual articulation agreements submitted to the Department. Review all courses offered by individual community colleges for applicable general course requirements. Determine courses acceptable for application on preparation for major requirements in consultation with faculty. Ensure the distribution of final agreements to community colleges, UARS, and College.

30%

 STRATEGIC PLANNING, CURRICULUM

C1. Plan, coordinate, and monitor complex annual teaching schedule for 85 ladder and non-ladder faculty in 8 areas of study for over 25,000 annual enrollments. Work collaboratively with 8 respective area chairs to ensure course coverage for all degree requirements.  Track ladder faculty teaching points for course assignments, including leaves and teaching releases; provide annual reports. Recruit and secure lecturers and adjunct faculty.  Track temporary teaching budget of non-ladder faculty and secure funds from Dean, College, and other campus departments who collaborate in departmental teaching.

C2. Direct and oversee the quarterly schedule of classes and Teaching Assistant (TA) assignments.  Ensure compliance with the department's annual TA and reader salary and Full-Time Equivalent (FTE) budget allocations.

C3. From ongoing assessment of Department's student services programs, develop plans and long-term strategies for enhancement of efficient services and technologies for annual growth in student population; participate in the formulation of departmental policies and procedures pertaining to student services and program requirements, ensuring the implementation of academic policies as approved by the College Faculty Executive Committee.

C4. Develop and implement operational staffing strategies in alignment with the organization’s goals and objectives.

C5. Work closely with Chair, Vice Chairs, faculty area chairs, and faculty committees on long-range planning in areas of curricular development and degree requirements.

C6. Analyze student program performance; provide data and analyses for evaluation in short- and long-range planning. Perform analyses to include enrollment and admission statistics; comparison to University standards; service enrollment performance and relative importance to curricular and programmatic development; and time-to-degree.

C7.  Evaluate enrollment strategies quarterly to ensure students stay on track to graduate within their expected degree completion timelines.

C8. Serve on faculty committees on strategic planning of student programs and teaching; provide data and analyses on enrollment projections for course planning and requests for funding.

C9. Manage Summer Sessions course planning and budgeting to maximize revenue while strategically aligning course offerings to meet student enrollment needs and optimize summer revenue for the Department.

20%

PROJECT MANAGEMENT

D1. Consult with Chair and Vice Chairs on departmental needs; provide ad-hoc analyses on diverse, complex student issues and for long-term planning initiatives.

D2. Lead large-scale ad hoc projects, ensuring timelines, budgets, and quality standards are met.

D3. Manage project teams, ensuring alignment with strategic goals and fostering collaboration across all levels.

5%

ACADEMIC ADVISING

E1. Serve as Department's authority on academic advising policies and procedures and meet with students on an as-needed basis.

E2. Provide guidance to faculty on complex student-related matters, including enrollment management, classroom policies, grading disputes, and personal student concerns.

E3. Advise prospective students on general UC, College, and Departmental requirements, admissions guidelines, and assist in planning programs of study using articulation agreements with community colleges where appropriate.

E4. Counsel students as required: 1) academic progress and personal problems, making appropriate referrals to other areas, i.e. 1) financial aid; 2) degree checks; 3) admission applications not meeting normal re-entry criteria; 4) Education Abroad Programs. Counsel students on withdrawal, readmission, and removal of incomplete grade actions.

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 experience/training

Required

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

Required

Skill in supervision of subordinates including organizing work flow to accomplish stated objectives, delegating responsibility, training, and evaluation.

Required

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

Skill in setting priorities which accurately reflect the relative importance of job responsibilities.

Required

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

Skill in negotiating, exchanging ideas/information/opinions with others to formulate policies and programs and arrive at decisions, conclusions, or solutions.

Required

Ability to organize materials, information, and people in a 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.  Skill in working in a team environment and working collaboratively with College and Department.

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 group presentations to provide information on academic programs, admissions, recruitment, procedures, and policies of the Department, College, and University.

Ability to speak on one-to-one basis using appropriate vocabulary and grammar to explain degree requirements, academic programs, policies, and procedures.

Skill in writing grammatically correct, logical, and concise analytical reports, business correspondence, procedures, guidelines, manuals, and brochures.

Required

Skill in reading and comprehending documents written in standard English text, (i.e. admissions and academic policies and articulation agreements).

Skill in interpretation of admissions evaluations and record cards for purposes of advising.

Required

Skill in interpretation of college and university transcripts to appropriately advise prospective and continuing students to produce advisory degree checks.

Ability to operate a personal computer and utilize requisite software including experience using on-line technologies related to Student Services.  Expertise sufficient to develop computerized solutions for improving workflow.

Required

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

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

Preferred

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.

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:

1530 Pritzker 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.