ACADEMIC COUNSELOR

STDT SVC ADVISOR 2 (004574)

UCPath Position ID: 40089047

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1110297

Approved Date:

12/4/2024 3:54:05 PM

Date Last Edited:

12/4/2024 3:54:03 PM

Last Action Effective Date:

7/1/2021

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:

011500 - DEAN, SEAS

Position Details

UCPath Position Number:

40089047

Position Description ID

165904

UC Payroll Title:

STDT SVC ADVISOR 2 (004574)

Business Title:

ACADEMIC COUNSELOR

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 18

Job Code FLSA:

Non-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:

40051105

Reports to Payroll Title:

STDT SVC SUPV 2

UCPath Department Head Position Number:

40039960

Department Head Payroll Title:

STDT ADVISOR MGR 1

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 direct supervision of Student Services Supervisor 2 and Director of the Samueli School of Engineering, Office of Academic and Student Affairs.  Act as the liaison between administration, students, faculty, and outside offices in interpreting and implementing School and University policies and procedures with decision-making authority. Lead academic counselor for the chemical engineering undergraduate students and an academic counselor for bioengineering, and civil engineering undergraduate students. Advise students on university, school and degree requirements, course planning and monitor student academic standing.  Work closely with the department faculty undergraduate Vice Chair to review quarterly proposed department course schedules; paying special attention to conflicts, omissions and enrollment capacities. Review and give input on proposed curriculum changes.Coordinate UCLA Samueli School of Engineering undergraduate course credit evaluation process whereby courses taken outside of UCLA are reviewed for possible credit in satisfaction of UCLA Samueli School of Engineering  undergraduate program requirements. Work in conjunction with UCLA Undergraduate Admissions Office to maintain that course articulation agreements on Transferology.com and  ASSIST, a state school online student-transfer information system, for UCLA Samueli School of Engineering majors remain accurate and update to date. Assist senior academic counselor with transfer admissions process and attend admissions outreach and information events. Oversee the UCLA Samueli School of Engineering summer session and transfer course equivalency faculty review process. Responsible for the update and maintenance of the course evaluation data bases. Act as liaison between OASA, other campus offices and students participating in study abroad programs (both incoming and outgoing students) and visiting students in special programs. Coordinate the application and review process for incoming study abroad students working with UCLA Samueli School of Engineering lead academic department counselors determining course enrollment availability. Organize and hold workshops in partnership with UCLA's International Education Office at Discover UCLA Engineering and during the academic year.UCLA representative on The Engineering Liaison Council (ELC) which is composed of representatives of engineering and engineering technology education throughout California and several other states. Attend the fall and spring (ELC) meetings that are schedule at various state-wide locations requiring occasional overnight stay.Assist in the hiring, training, and supervision of student clerks and graduate student peer counselors.Produce statistical and analytical reports on topics assigned by the Associate Dean, Director or academic departments.  Assist with all OASA events.  Occasional early evening hours required in order to participate in student informational events. Weekend hours required for Discover UCLA Engineering  Freshman Open House, Bruin Day, Transfer Bruin Day, and Commencement.

The Office of Academic and Student Affairs (OASA) in the Samueli School of Engineering is the central advising unit for undergraduate engineering students.  We provide academic support from new student orientation through graduation, which includes overview of school enrollment policies and deadlines, major requirements, change of major, and degree completion.  OASA also supports admissions, course evaluations, course scheduling, and schoolwide events, such as commencement and Discover UCLA engineering.  We are a team of 18 full-time staff members headed by the Associate Dean of Academic and Student Affairs that fosters a collaborative environment while working closely with campus partners.

COUNSELING AND ADMINISTRATION

1. Formulate policies, where they are not yet established, in conjunction with other counselors and the Dean of Academic and Student Affairs. 2. Review student petitions requesting exceptions to School and University policies and curricular requirements with decision-making authority. 3. Evaluate petitions for changes of major within the Henry  Samueli School of Engineering and Applied Science, and petitions to enter UCLA Samueli School of Engineering from the College, approving those which meet established criteria, and making recommendations to the Dean for acceptance or denial on those which do not. 4.Generate and send email correspondence to newly admitted students to the School from other UCLA Schools and Colleges. 5. Determine appropriate academic action for students subject to dismissal. Establish academic contracts when necessary. Perform exit interviews with dismissed students and answer questions regarding students' options in a caring and sensitive manner. 6. Lead academic counselor for the chemical engineering undergraduate students and an academic counselor for bioengineering, civil engineering, and undeclared undergraduate students, counseling students regarding program planning, prerequisites and academic scheduling. Offer recommendations and assistance to faculty in policy formulation and curriculum change. 7. Review quarterly proposed class schedules of the UCLA Samueli School of Engineering Academic Department as assigned, paying special attention to  conflicts, omissions and other problems. Advise faculty of any  problems and suggest appropriate modifications as needed. 8. Audit and regulate class schedules and enrollments for  courses with authority to change students' study lists. 9. Enforce School and University policies while advising current and potential  UCLA Samueli School of Engineering undergraduate students on all matters relating to requirements for the degree curricula, academic difficulties, and eligibility for special programs, such as the Departmental Scholars Program and Exceptional Student Admission Program. 10. Counsel newly admitted freshman and junior transfer students during summer orientation regarding School and University policies, use of advanced standing credit to meet degree requirements, on-line enrollment, housing and general information regarding student life at UCLA. Give group presentations to orientation students. 11. Develop and implement new databases in conjunction with the  Programmer for efficient management of students' records.  12. Instruct students in the use and purpose of the computerized Degree Audit Reporting System (DARS) and assist students   experiencing difficulty in its use. Troubleshoot database problems. Transmit information via electronic ticket to the campus UCLA Degree Audit Team to initiate encoding changes.  13. Ascertain student's special needs, making appropriate referrals. Responsible for maintaining thorough working knowledge of student programs and services provided by outside offices (e.g. Career Center, Student Psychological Services, EAP, Student Research Program, and Academic Advancement Program). 14. Attend informational events and assist with special week-end  events such as Discover UCLA Engineering, Bruin Day, Transfer Bruin Day, and Commencement.

40%

OVERSEE COURSE EVALUATION PROCESS AND ARTICULATION AGREEMENTS

1. Receive and evaluate course syllabi and outlines submitted by students and make determination of course credit toward the General Education requirement. 2. Send out electronic course evaluation materials upon student, or community college, request for review by the instructors or department in charge for course credit determination. 3. Electronically notify students of decisions regarding courses submitted for evaluation. 4. Input course evaluation data into course evaluation database and maintain for record keeping purposes. 5. Oversee filing system for electronic course evaluations assuring data is logged in course evaluation data base. 6. Maintain Summer Session and Transfer Course Equivalence webpage on OASA 7. Maintain Engineering and Computer Science Course Equivalents list on OASA webpage. 8. Hire, train and supervisor graduate students to assist with course evaluation process and data entry. 9. Create and run regular queries to assist with data base record updates. Key Responsibilities and Essential Functions Function Responsibilities % Time 10. Act as liaison between Community College (CC) Counselors/Articulation Officers and students, clarifying curriculum requirements and individual CC equivalencies. 11. Process requests for course articulation from state community college Counselors/Articulation Officers by submitting course syllabus for course equivalence review to UCLA Samueli School of Engineering faculty. 12. Annually oversee the review of course evaluations that exceed 5 years and determine if re-evaluation is necessary. 13. As revisions in course material occur, request course descriptions from CC Counselors/Articulation Officers for the purpose of consideration for articulation with UCLA Samueli School of Engineering courses. 14. Communicate course equivalency information to UCLA undergraduate admissions staff. 15. Transmit course equivalency information via electronic ticket to the campus UCLA Degree Audit Team for articulation 16. Work with the UCLA Admissions Office to maintain that course articulation agreement on transferology.com and ASSIST for UCLA Samueli School of Engineering majors remains accurate and update to date. ASSIST is an online student-transfer information system that shows how course credits earned at one public California college or university can be applied when transferred to another. Transferology.com is a record of courses that have been brought into UCLA from all colleges and universities. 17. Coordinate with UCLA Samueli School of Engineering OASA Admissions Counselor and the UCLA Undergraduate Admissions staff to periodically update admissions requirement information on ASSIST. 18. Assist the UCLA Samueli School of Engineering OASA Admissions Counselor with the processing, evaluation, and selection of transfer admissions applicants. Admissions guidelines are set by the Associate Dean and course articulation is based on previous evaluations on ASSIST and in the internal UCLA Samueli School of Engineering database. 19. Attend outreach admissions events representing UCLA Samueli School of Engineering.

40%

EDUCATION ABROAD AND VISITING STUDENTS PROGRAM COORDINATION

1. Act as liaison between OASA, other campus offices, and students participating in study abroad program (both incoming and outgoing students) and visiting student in special programs. 2. Coordinate application review process for incoming study abroad students working with lead academic department counselors determining course enrollment availability. 3. Work in conjunction with OASA lead department academic counselors to maintain quarterly course lists informing visiting students prior to enrollment of courses not open to enrollment by visiting students. 4. Reach out to incoming study abroad students on early June (prior to upcoming academic year) to make them aware of all UCLA Samueli School of Engineering policies, deadlines, and OASA enrollment and advising practices. 5. Respond to inquiries regarding studying abroad. 6. Coordinate the processing of forms, in conjunction with OASA department lead counselors, for students participating in study abroad and special programs. 7. Oversee Peer Counselor Maintenance of spreadsheets to track visiting student enrollments and work toward creating data base and/or UCLA CCLE system to track. 8. Maintain OASA Study Abroad website.

20%

•

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

Required

Or

Master's Degree

in related area and/or equivalent experience/training

Preferred

1. Working knowledge of University and School rules, regulations, policies, and procedures related to student affairs and curricula requirements.

Preferred

2. Working knowledge of the Registrar's Office and student services such as Career Center, The Center for Accessible Education, Counseling and Psychological Services, Dashew Center and Financial Aid.

Preferred

3. Familiarity with University on-line systems and procedures, SIS (student information systems) SRS (student records systems), Course Inventory Management System (CIMS CMS), MyUCLA, DARS, Assist, Transferology.

Preferred

4. Ability to interpret transcripts and manually calculate GPAs and units when necessary, with attention to detail.

Required

5. Computer and database skills necessary to maintain, troubleshoot and encode student databases, process electronic degree audit notices and generate reports and presentations, such as Microsoft Word, Excel, PowerPoint, Wordpress, and some UNIX language.

Required

6. Time management and organizational skills in working independently and following through on assignments and meeting deadlines.

Required

7. Ability to multi-task with frequent interruptions, set priorities and work independently with minimal direction, think strategically, work in demanding situations.

Required

8. Skill in employing fundamental counseling techniques.

Required

9. Communication, interpersonal skills and political acumen to interact with a diverse population.

Required

10. Ability to make oral presentations to student groups and college/university staff.

Required

11. Skill in writing grammatically correct reports and correspondence.

Required

12. Supervisory skills to train, delegate and monitor work assignments of student clerks.

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.

Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Clinical Setting

Location Setting:

Campus

Location:

boelter hall

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

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.