Student Services Advisor 2

STDT SVC ADVISOR 2 (004574)

UCPath Position ID: 40097832

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1101475

Approved Date:

5/15/2025 5:30:29 PM

Date Last Edited:

5/15/2025 5:30:27 PM

Last Action Effective Date:

3/6/2024

Organization Details

Business Unit (Location):

LACMP

Organization Code:

2400O

Organization:

UCLA FIELDING SCHOOL OF PUBLIC HEALTH

Division Code:

2410D

Division:

PUBLIC HEALTH DIV

Department:

193000 - ENVIRONMENTAL HEALTH SCIENCES

Position Details

UCPath Position Number:

40097832

Position Description ID

165527

UC Payroll Title:

STDT SVC ADVISOR 2 (004574)

Business Title:

Student Services Advisor 2

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:

40040821

Reports to Payroll Title:

ADMIN SUPV 2

UCPath Department Head Position Number:

40047523

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 will serve as Student Affairs Officer (SAO), who will manage all aspects of student affairs for the Environmental Health Sciences (EHS) department and the Molecular Toxicology (Mol Tox) interdisciplinary program. Act as liaison for the department to the school, campus, and community regarding to student affairs and other related issues. Provide comprehensive, need-specific academic and procedural counseling to 65+ students. Coordinate admissions, re- admissions, and renewal procedures for graduate study of approximately 100+ applications per year. Compile pertinent data to make recommendations to the Chair, MSO, and faculty regarding curriculum, student programs, and student financial aid. Coordinate student petitions and compose letters for special actions. Create, maintain, and audit the department student databases and files from applications and enrollments to track student progress and advisor meetings. Inform and advise faculty committees; produce reports as needed. Coordinate course scheduling and logistics for Academic Student Employees. Build and maintain a professional rapport with current students and graduates/alumni. Liaise inquiries regarding the Registered Environmental Health Specialist (REHS) certification, EHS seminar series, and summer internship documentation. Assist in updating and maintaining the department's website. Provide backup for general office duties as necessary on daily operations to assist Department Chair, MSO, faculty, students, and special projects.

Within the UCLA Fielding School of Public Health’s Department of Environmental Health Sciences (EHS), world-renowned scholars continue to develop knowledge on the links between the environment and health, as well as educating scientists, public health leaders, and policymakers to inform strategies for preventing harmful exposures while promoting healthier ambient, built, and occupational environments.

Student Affairs Administration

1.  Serve as primary contact for all student affairs matters. Liaise with students, faculty, staff, internal UCLA offices, and external entities for all related inquiries.

2.  Serve as liaison between Fielding School of Public Health (FSPH), Graduate Division, Financial Aid, and Registrar's Office. Represent the department at various Graduate Division and Graduate Student Support meetings.

3.  Participate in and oversee the organization of annual events, including but not limited to Student Orientation, Commencement, and New Admit Day. (E) 4.  Organize and execute degree-specific workshops for 1st-year students. Facilitate participation from faculty, current students, and alumni as necessary. ( 5.  Design and host workshops for graduating students regarding rules and regulations on filing advancement-to-candidacy petitions, filing fees, and paperwork concerning graduation and eligibility to attend commencement.

6.  Coordinate appropriate collaborations with FSPH Career Services, Development, and Alumni Affairs on matters including but not limited to professional development workshops, FSPH student awards, symposiums, and mentor-mentee matching.

7.  Administer the preparation and distribution of application information and all relevant forms for the Environmental Health Sciences Department and Molecular Toxicology IDP.

8.  Represent the department at relevant campus workshops, including but not limited to 1st generation students, undocumented students, and LGBTQ students. Refer accordingly and foster an inclusive and diverse environment for all students, faculty, staff, and community members.

9.  Initiate paperwork to nominate and award University, FSPH, and departmental fellowships and funding. Compile and draft recommendation letters as necessary.

10.  Assist in implementing and enforcing all student and course-related policies and procedures. Create and maintain an operating procedures guidebook of administrative procedures and actions for the Student Affairs role.

11.  Arrange, take notes, and follow through on action items for curriculum meetings, student-related actions from faculty meetings, financial aid, and admissions meetings.

12.  Liaise inquiries regarding the Registered Environmental Health Specialist (REHS) certification.

13. Manage student surveys and track responses on student experience and program efficacy. Build and maintain a professional rapport with current students and graduates/alumni.

14.  Create, update, and maintain all departmental student affairs handbooks and applicable web pages. Monitor FSPH website and Graduate Division webpages to ensure consistency across all platforms. Keep the EHS website up-to-date relative to matters pertaining to students.

15.  Maintain the student room clean and coordinate locker assignments. Set up and manage student mailboxes.

16.  Assist with the EHS seminar series (411) by compiling and distributing flyers, and coordinating with professors and speakers as necessary.

17.  Collect and maintain paperwork for summer internships. Liaise with the faculty internship coordinator as necessary.

18.  Provide referral and other pertinent information on such items as Equity, Diversity, and Inclusion; Disabilities; COVID-19; and other issues of student concern.

19.  Create an Annual Report to serve as the basis for Academic Senate EHS Department Reviews and CEPH reviews.

35%

Student Counseling and Support

1. Primary contact, providing all information for prospective students to masters and doctoral degree programs in the Department. Advise applicants, students, and faculty regarding University and FSPH admission regulations, policies, and procedures for all degrees within the Environmental Health Sciences Department and Molecular Toxicology Interdisciplinary Program.

2. Counsel students and faculty regarding the process and proper completion of forms for leave of absence, grade change, removal of incomplete grade, adding/dropping classes, change of advisor, change of major, petitions for exceptions to course/unit requirements, transcript and verification requests, etc.

3. Counsel students and applicants with academic issues and disabilities, facilitate resolutions, and make referrals when appropriate. Respond promptly to inquiries from students and the general public, in person, by email, and/or telephone, regarding general requirements, policies, procedures, deadlines, and campus information.

4. Counsel students interested in joint programs within UCLA and Environmental Health Sciences, such as the concurrent degree program with Urban Planning (MPH/MURP).

5. Establish regular office hours to encourage student visits.

6. Alert the Department Chair, MSO, faculty advisors, and appropriate UCLA offices of unusual situations or potential problems.

7. Provide faculty guidance on student advising responsibilities. Track mandatory advisor meetings between faculty and students.

8. Maintain student listserv to distribute course announcements, job openings, upcoming deadlines, and other pertinent information.

20%

Departmental Administration

1. Notify faculty, students, and staff of any new policies and changes to existing University, School, and Departmental policies.

2. Attend meetings sponsored by other departments and/or campus offices, regarding University policies, procedures, and pertinent issues.

3. Maintain schedule for electronic equipment for student and faculty use.

4. For departmental communications, prepare quarterly class listings organized by day, faculty, course, and room number.

5. Provide information on student courses for faculty dossiers.

6. Perform special projects and other duties as assigned by the Department Chair and/or MSO.

7. Organize departmental social events for student engagement (eg: potlucks, coffee breaks, class receptions, orientations, and holiday functions.

8. Maintain a departmental Slack Channel to facilitate communication between students, faculty, and staff.

5%

Admissions and Financial/Personnel Support

1. Coordinate all aspects of admission, re-admission, and renewal procedures for 100+ applications for graduate study in the Environmental Health Sciences Department and Molecular Toxicology IDP. Compile reports and documents for all applicants.

2. Serve on Admissions Committee and arrange regular meetings. Prepare reports on applications and enrollment status for the Chair and Committee. Take meeting minutes and follow through on related action items. Identify, invite and coordinate student recruitment visits, and facilitate pre-approved travel reimbursements.

3. Coordinate admissions paperwork and visa applications for international students, as well as visiting scholars. Assist the Chair of EHS Admissions Committee in assigning new students advisors and tracking current student assignments.

4. Serve as liaison and represent the department with FSPH Student Affairs Office, the Graduate Division, Financial Aid Office, other SAOs, and campus in meetings and academic action policy and procedure issues.

5. Verify eligibility of students for financial aid. Facilitate the nominations of Special Fellowships, Graduate Division allocations, and various other awards. Process forms and notify students of awards and financial assistance.

6. Record, process, and analyze statistical reports about student funding. Participate in departmental Financial Aid Committee meetings. Organize meetings, take meeting minutes, and follow through on related action items. Provide independent staff support to the departmental Financial Aid Committee.

7. Coordinate application review between Committee, Department Chair, and Student Affairs Office. Provide historical and background information and feasibility recommendations. Prepare monthly reports.

8. Maintain records on awards and student requests for aid. Analyze budgetary limitations to recommend award amounts.

9. Inform applicants, students, staff, and faculty of policies and procedures regarding financial aid.

10. Collect and disseminate information for job opportunities, funding opportunities, fellowships, traineeships, and special competitions or awards for students and prospective students in EHS or related departments in FSPH.

11. Identify eligible and qualified students for Academic Student Employee (ASE) positions each year. Advertise positions and screen applications based on guidelines given by each professor for his/her course. Recommend hiring actions to faculty. Prepare new hire forms and related employee action requests.

12. Complete appropriate academic paperwork to hire, reimburse, and award ASE hires. Assist student employees in submitting their timesheets by appropriate deadlines.

20%

Curriculum and Record Keeping

1. Prepare course approval forms for all new and revised courses using established guidelines and systems. Inform faculty where there are discrepancies. Assist in collecting, distributing, and maintaining a master file of course syllabi. Make other course changes as needed using appropriate forms and following University policies.

2. Maintain records on all courses offered by the Department of Environmental Health Sciences.

3. Coordinate course scheduling, room assignments, and final examinations by consulting with faculty, students, and staff of the FSPH Student Affairs Office to minimize course conflicts.

4. Analyze course offerings to ensure that required courses are offered yearly or more often so that students may meet degree requirements on time. Verify courses sequencing, so that prerequisites are taught in the appropriate order.

5. Coordinate course scheduling each quarter, including summer sessions, and avoid conflicts with selected courses taught in Environmental Health Sciences and Public Health core courses.

6. Notify faculty of deadlines for submitting grade rosters and assist in submitting paperwork for missing grades/removals of incompletes.

7. Encourage student evaluations for faculty, teaching assistants/fellows, and special readers. Prepare, distribute, and report on teaching evaluations to faculty and special readers/teaching assistants/teaching fellows.

8. Implement and maintain a record-keeping system for all graduate students. Regularly update current student information, including addresses, enrollment status, progress toward the degree, financial aid, and other pertinent information. Audit the degree progression of students quarterly; review and monitor to solve problems and prevent issues.

9. Notify the SPH Student Affairs Office of any discrepancies between school and department records.

10. Prepare periodic reports for Department Chair and Faculty on enrollment and matriculation by the program.

11. Participate in accreditation reviews and assist faculty in the preparation of reports for accreditation review as needed.

12. Develop and maintain a tracking system for alumni. Organize and maintain departmental photos of events, students, faculty, and staff.

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 / training

Required

All

Demonstrated expertise in counseling students, faculty, and staff on matters related to student affairs. Skill in negotiating and exchanging ideas, information, and opinions in collaboration with facu

Required

Strong interpersonal skills to work effectively and create positive professional rapport with program faculty, students, and staff, as well as on-campus departments and off-campus entities. Experience and appreciation for working with persons of various social, cultural, and educational backgrounds.

Required

Demonstrated organizational skills to effectively multi-task, execute events and meetings, coordinate annual course schedules, compile application materials, maintain student files, and develop mentoring opportunities.

Required

Ability to establish priorities and work on a self-directed basis, accepting challenging circumstances and taking the initiative to solve problems where solutions are not always readily apparent. Skill in analyzing information, problems, situations, practices, and procedures to define the problem

Required

Knowledge of University graduate student policies and procedures, admissions regulations, school-wide degree requirements, advancement-to-candidacy nuances, and faculty advising. Familiarity with and ability to initiate the paperwork for University, School, and Departmental requests.

Required

Excellent communication skills to generate effective, concise, logical, and grammatically correct memos, reports, and letters. Demonstrated presentation skills to convey information to a variety of audiences across multiple settings.

Required

Mastery of Word, Excel, and Powerpoint, as well as other Microsoft Office and Adobe programs. Working knowledge of Outlook e-mail platform, various online calendar systems, and Box.

Required

Knowledge of the office of Graduate Admission, the Registrar, Graduate Division, Graduate Fellowship, as well as student services such as Student Psychological Services, Financial Aid, Placement and Career Planning, Housing, Office of International Students and Scholars, and other student services.

Required

Knowledge of University personnel and payroll policies and procedures as they pertain to GSRs, Special Readers, and other ASE hires. Knowledge of online graduate student systems, including but not limited to GoGrad, Jasmine, SOPHAS, CIMS, and OASIS.

Required

Ability to implement and enforce policies pertaining to students pursuing MPH, MS, or Ph.D. degrees, as well as postdoctoral scholars and fellows. Knowledge of policies and procedures related to training grants. Ability to work some evenings.

Required

Ability to develop and format budget spreadsheets. Ability to organize and maintain clear and user- friendly financial records. Ability to interpret student records, e.g. transcripts, degree progress, application materials, etc.

Required

Independent resourcefulness to gather appropriate information to complete projects and meet competing deadlines. Ability to recognize the need for consultation and/or report concerns.

Required

Knowledge of policies and procedures related to training grants.

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

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:

Non-Clinical Setting

Location Setting:

Campus

Location:

56-085 CHS

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

Other Mental Requirements

If "Mental demands other" was selected above, please explain:

N/A

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.