Admissions Counselor/Assistant Director of Admissions

ADMISSIONS RECRMT SPEC 3 (004509)

UCPath Position ID: 40088382

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

603037

Approved Date:

4/22/2025 2:10:15 PM

Date Last Edited:

4/22/2025 2:10:10 PM

Last Action Effective Date:

7/1/2022

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1140O

Organization:

SCHOOL OF LAW

Division Code:

1141D

Division:

LAW DIV

Department:

025000 - LAW

Position Details

UCPath Position Number:

40088382

Position Description ID

164839

UC Payroll Title:

ADMISSIONS RECRMT SPEC 3 (004509)

Business Title:

Admissions Counselor/Assistant Director of Admissions

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 20

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:

40041214

Reports to Payroll Title:

ADMISSIONS RECRMT SPEC 4

UCPath Department Head Position Number:

40055185

Department Head Payroll Title:

ADMISSIONS RECRMT MGR 2

DIRECTION - Indicates that the incumbent establishes procedures for attaining specific goals and objectives in a broad area of work. Only the final results of work done are typically reviewed. Incumbent typically develops procedures within the limits of established policy guidelines.

N/A

N/A

POSITION SUMMARY

Under the direction of the Director of Admissions Operations and Assistant Dean of Admission, the Admissions Counselor/Assistant Director of Admissions (title is commensurate with qualifications) plays a pivotal role in overseeing several operational functions within the Admissions Office as well recruitment functions thar serve to help guide prospective and admitted students through the admissions process. Key responsibilities include:

Managing daily activities: Overseeing the processing of admissions decisions, generating decision letters, and maintaining data;meetings with prospective students regarding admissions requirements and assisting in office coverage for phone calls, emails and walk-in visitors.

Recruitment efforts: Planning and facilitating recruitment events both virtually and in person, representing the law school extensively at various recruitment events throughout the country, and leading outreach efforts through various social media channels.

On-campus programs: Coordinating various admitted student events and individual and group visits. Application review: Reviewing and evaluating applications for admission; interviewing prospective students prior to final application decisions.

Data management: Ensuring the proper function of both the admissions and University's database systems; preparing electronic decision correspondence to applicants and generating admissions-related reports, and implementing procedures for processing applications.

Strategic planning: Creating long-term and short-term strategies to enhance the quality and diversity of the applicant pool and improve admitted student yield.

Additional duties may include analyzing, developing, testing, and implementing procedures for processing applications. 

This position requires occasional evening and weekend work and collaborates closely with faculty, staff, students, alumni, and volunteers. The incumbent is expected to independently prioritize and perform work daily, with goal attainment reviewed by the Director of Admissions Operations and input from the Assistant Dean. General guidelines include administrative directives, rules, policies, and established precedents pertinent to assignments.

Founded in 1949, UCLA School of Law is one of the top law schools in the United States, renowned for its innovative curriculum, distinguished faculty, and commitment to diversity and inclusion1. Located in Los Angeles, California, the school offers a dynamic and collaborative environment where students and staff can thrive.

UCLA Law provides a range of degree programs, including J.D., LL.M., M.L.S., and S.J.D., along with numerous experiential learning opportunities through clinics, externships, and practicums1. The school is dedicated to developing lawyers and leaders who are prepared to make a significant impact in their communities and the legal profession.

Recruitment Program Administration & Admissions Counseling

1. Strategically recruit admitted students to help yield desired incoming classes, including but not limited to pre and post-admissions recruitment. (E)

2. Represent the School of Law at recruitment events both virtually and in-person (locally and out-of-state). Ensure target applicants are identified and courted. (E)

3. Analyze admissions applicant files, carefully considering all applicable admissions criteria. (E)

4. Plan co-manage the law school's on-campus admitted student program and reception. (E)

5. Liaise with various campus offices, including Graduate Division Student Support Services, AIS, Financial Aid, Office of International Students and Scholars, Registrar's Office, and Housing Office to help ease the transition for incoming students. (E)

6. Manage and lead the student tour guide program for the School of Law. (E)

7. Manage various recruitment programs, such as our student ambassador program and virtual info sessions. This will include volunteer outreach to current students, faculty and program directors and the training and supervision of volunteers. (E)

8. Counsel admitted students during walk-in appointments and after tour/class visits. (E)

9. In collaboration with other Admissions team members, conduct interviews with waitlisted students and candidates for full-tuition scholarships. (E)

10. Facilitate individual and group visits and speaking engagements in person and virtually through various outreach initiatives. (E)

11. Manage the reactivation of the prior year deferral into the current year admissions cycle. Proactively follow up to ensure these activities are completed on time. (E)

40%

Applicant Communications

1. Serve as liaison for admitted students to the Law School. Develop and disseminate admit notices and new student information brochures. (E) 

2. Draft and develop all email correspondence to admitted students, including invitations to in-person and virtual events and information on financial aid, scholarships, Orientation, etc. Provide templates for other team members to ensure consistency between communication. (E)

3. Enter and track admissions decisions into Unite database; generate and send decision email correspondence and printed admit letters; import relevant application data into University’s database (OASIS). (E)

4. Oversee the Admission's dedicated email account for admitted and incoming students. Respond to inquiries. Work with the Operation Specialist to develop clear and templated communications to ensure consistency of information and resources. (E)

5. Advise and Counsel Applicants throughout the admissions process about admissions deadlines, application procedures, and transitioning to the Law School as a student. (E)

6. Develop and create publications and electronic media, including admissions brochures, admissions website, MyLaw admitted student portal, digital forum booth, and various social media channels. (E)

30%

Scholarship Program Administration/Applications Management

1. Oversee the review and awarding of specific donor-based scholarship awards s and the University’s Graduate Opportunity Fellowship Awards for new admits, in addition to other external scholarship opportunities. (E)

2. Craft and revise financial aid notification and scholarship award emails to admitted students, and update language on the UCLA Law website and MyLaw portal pertaining to financial aid resources.

3. Ensure that electronic files and various other documents related to scholarship awards given to students are properly maintained. (E)

4. Track scholarship increase requests for reconsideration. (E)

5. Support reviewing and selecting all donor/departmental funds and GOFP awards. (E)

15%

Technical Support

1. Test database information for accuracy and ensure the system is processing applicants' information correctly. Provide recommendations for database changes as needed. (E)

2. Assist in developing and testing systems which interact with Academic Information Services (AIS). (E)

3. Review and maintain integrity of data contained within Admissions Department systems. (M)

4. Attend workshops and training sessions pertaining to the maintenance and system upgrades of the Unite database. 

5. Facilitate communication with support systems within main campus IT, law school IT and LSAC to resolve technical issues. 

6. Evaluate and extract data from the mainframe and compile statistical reports for the Admission Committee, Faculty Committee, managers, and other departments, including external sources such as LSAC, ABA, and the UC Office of the President. (E)

7. Perform updates and testing for the Law School Admission Council's electronic application for 1st year, transfer, and non-matriculating students, including request & retrieval of e-applications, electronic data reports, and application fees. (E)

8. Develop and modify computer systems to meet admissions processing goals. (E)

9. Evaluate the operation of campus-wide student systems to ensure continuity among admissions systems. (E)

10. Create and code decision letters ensuring the confidentiality of admit data. (E)

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

Juris Doctor (JD) Degree

Preferred

3+ Years

Working in a leadership capacity, preferably at an institution of higher education or an equivalent combination of education and experience.

Preferred

Experience reviewing and evaluating student admissions data.

Required

Advanced skill in the use of Excel, MS Word and PowerPoint in a windows environment.

Required

Experience working with admissions databases and social networking sites desired.

Required

Experience with SAC services and the Unite database management system, MyUCLA and UCLA's central student information system (OASIS).

Preferred

Extensive experience developing, planning, and coordinating events and programs.

Required

Functional understanding of database management systems and email-based communication to support recruitment strategies.

Required

Ability to quickly learn new systems, develop proficiency to troubleshoot systems, and train new users.

Required

Detailed knowledge of the operations of an admissions office of an institution of higher education sufficient to accomplish the duties of the position.

Required

Detailed knowledge of and ability to implement University and Law School admissions standards, policies and procedures.

Required

Ability to listen attentively, read carefully, quickly analyze complex processes and accurately interpret material presented.

Required

Demonstrated ability to use appropriate discretion when dealing with sensitive information and situations with advanced skill in working independently and following through on assignments with accuracy and minimum direction.

Required

Advanced skill in acting diplomatically with students, faculty, staff and other campus department staff in a high volume, and demanding environment.

Required

Ability to advise students in areas of admissions requirements and application procedures.

Required

Advanced skill in prioritizing assignments for self and others to complete work in a timely manner when there are changes in workload, demanding deadlines, and competing requirements

Required

Ability to maintain a supportive and constructive attitude to maintain good working relationships and interactions with employees, superiors and campus personnel.

Required

Ability to make one-on-one and group presentations using appropriate grammar and vocabulary to obtain information, provide training, and explain policies and procedures.

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.

Limited time off during Admission's Season

Required

Occasional attendance at offsite conferences and meetings.

Required

Evening and weekend work required

Required

High-level math skills sufficient to perform calculations, computing ratios, rates and percentages.

Required

Employee is expected to work on-site at UCLA's Campus a minimum of 2 days per week. This is a student facing position.

Required

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

385 Charles E Young Drive East, Lose Angeles CA 90095

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.