Student Services Advisor 2

STDT SVC ADVISOR 2 (004574)

UCPath Position ID: 40105533

Position Description History/Status

Approved Date:

7/7/2025 7:54:09 PM

Date Last Edited:

7/7/2025 7:49:36 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

2400O

Organization:

UCLA FIELDING SCHOOL OF PUBLIC HEALTH

Division Code:

2410D

Division:

PUBLIC HEALTH DIV

Department:

194000 - HEALTH POLICY AND MANAGEMENT

Position Details

UCPath Position Number:

40105533

Position Description ID

230480

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:

40054365

Reports to Payroll Title:

PROJECT POLICY ANL SUPV 2

UCPath Department Head Position Number:

40043615

Department Head Payroll Title:

DEPT 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 Student Services Advisor will provide academic, administrative, and student support for the Executive MPH Program. As part of the team, the advisor will: manage the day-to-day operations of the executive degree programs and provide a high level of customer service to executive students; provide counseling to prospective students and ongoing counseling to approximately 50 currently enrolled executive students; advise applicants, students, staff, and faculty regarding University and FSPH policies and guidelines; assist in the admission process for executive applications to the Master's Programs and compose letters needed for special actions; coordinate financial aid, registration, student petitions, tuition, parking and other student services for enrolled students; assist with event planning and special projects and perform other duties as assigned.

Housed within the Fielding School, the Executive Programs Office in the Health Policy and Management Department offers two executive degree programs designed for working professionals: Executive Master of Public Health (EMPH) and Online Master of Healthcare Administration (MHA).

Student Counseling

1. Advise prospective students regarding admission and degree requirements.

2. Provide information for prospective students to the Executive Master of Public Health (EMPH) Program in the Department of Health Policy and Management, and counsel applicants on the different degree outcomes as well as differences between the MPH and MHA degrees and other programs in healthcare administration.

3. Advise applicants, staff and faculty regarding University and School admissions regulations, policies and procedures, and degree requirements.

4. Counsel new and returning students before classes begin to make sure they have all needed program information regarding orientation, registration, financial aid, parking, etc.

5. Coordinate registration, enrollment and course scheduling for all Program students, working closely in conjunction with the department and the School's Student Affairs Office.

6. Counsel students on program tuition and payment options including how to pay and payment plan options.

7. Oversee student records and monitor students' progress towards Master's degree. Check weekly and quarterly records to track students' grades and alert faculty and Program Directors of potential academic problems/issues.

8. Counsel current students on academic policies and standards, including, but not limited to, maintaining a minimum GPA, class attendance policy, incompletes, dropping classes, transcript and verification requests, scheduling conflicts, leaves of absence, and personal issues.

9. Counsel Program students and work with Directors to establish plans of action to remove incomplete grades and GPA progress.

10. Determine the appropriateness of special fee assessments and request waivers when necessary.

11. Counsel students on special enrollment and complete add/drop forms and blue petitions.

12. Advise students regarding financial aid through campus sources and coordinate process.

13. Provide incoming students with information regarding housing, parking, schedules, faculty profiles, etc.

14. Assure that student progress meets University and Departmental requirements for advancement and graduation. Evaluate student progress towards degree completion, check SIS system to track student grades and complete advancement to candidacy forms for qualified students.

15. Assist in developing policy regarding financial aid and fee collection for Program students.

16. Establish system in collaboration with Student Loan Services to verify disbursement of loan checks, collection and distribution of loan checks.

17. Work closely with faculty on a quarterly basis to coordinate textbook selection and additional course materials and fully communicate individual course needs and requirements to enrolled students.

18. Counsel students on graduation requirements, scheduling, ticket distribution and diploma information.

40%

Student Affairs Management

1. Respond in a timely manner to prospective students' inquiries via phone, email and regular mail and oversee brochure requests and information session sign up.

2. Prepare and update registration packet for all incoming students and welcome back packet for returning students.

3. Manage and update alumni database and send quarterly newsletter.

4. Assist Directors in reviewing classes and schedules each academic year and work with department to oversee the preparation of approval forms for all new courses or curriculum changes.

5. Reserve classrooms and computer labs for annual weekend class sessions.

6. Coordinate pick up and distribution of student ID's with various University departments.

7. Prepare tuition contracts for enrolled students, post quarterly tuition payments and prepare tuition reports for Directors showing paid and past due accounts.

8. Oversee course management system and work with faculty to make sure updates are complete, course syllabi are posted and students have been invited to the correct collaboration sites quarterly.

9. Act as liaison between School of Public Health, Graduate Division, Financial Aid and Registrar's Office. Represent the department at various Graduate Division and Graduate Student Support meetings.

10. Prepare and submit student registration, evaluate student progress towards degrees, keep track of enrollment special cases and student incompletes, and report/alert Directors to unusual situations or potential problems.

11. Check online student information system to track student grades and enrollment each quarter. Prepare grade reports and removal of incomplete forms, coordinate masters comprehensive report, course waiver examinations and blue petitions.

12. Compile student biographies and prepare cohort demographics.

13. Update program website and manage social media for the EMPH degree program.

14. Coordinate course evaluation process of faculty and classes.

15. Prepare memos for faculty/chair signature regarding probationary status.

16. Collaborate with Directors with special projects as necessary.

17. Provide degree verification for employers of HPM graduates and alumni.

18. Assist Central Student Affairs Office in coordinating graduation ceremony.

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

30%

Recruiting and Program Event Planning

1. Participate in and oversee organization of annual New Student Orientation, determining appropriate agenda, coordinating guest speakers, arranging library orientation and other agenda items.

2. Arrange catering and all details of weekend class sessions and oversee room set-up and break-down when classes meet.

3. Coordinate monthly information session and work with Directors on all arrangements for other marketing events such as lunch-and-learns and recruitment fairs.

4. Coordinate quarterly faculty meetings and work with Directors on agenda items.

5. Plan and coordinate annual alumni gathering, holiday party, and Business Plan dinner.

6. Participate in student professional development series and coordinate guest speakers, parking, and catering for each event.

7. Participate in and oversee organization of annual graduating student commencement.

20%

Admissions

1. Assist the Central Student Affairs Office with the coordination of all aspects of admission for the EMPH and MHA degree programs.

2. Update and maintain programs' student database and maintain records for all students and alumni.

3. Oversee application process including: application files; calculating GPA; tracking application materials; following up with incomplete applications; and preparing applications for review committee.

4. Attend Admissions Committee meetings when requested.

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 a related field, or equivalent combination of education and experience/training.

Required

Other Type of Degree

Training from UCLA online graduate student systems, e.g., SIS, SBAR, CIMS, Jasmine, etc.

Preferred

Customer Service

Demonstrated experience in working with mid-career professionals and people of diverse backgrounds at a professional level, providing the highest level of customer service to a demanding student body.

Required

Counseling

Experience counseling students, staff, and faculty on issues relating to student affairs.

Required

Direction

Experience in establishing priorities and working on a self-directed basis.

Required

Computer Programs

Demonstrated experience with computer software programs, e.g., MSWord, Excel, Access, Publisher, PowerPoint, etc., as well as Outlook e-mail and online calendar systems.

Required

Arithmetic and Analysis

Adequate mathematical experience to prepare reimbursement forms and accurately organize and maintain financial records. Ability to analyze, develop and produce budget spreadsheets.

Required

Communication

Experience and tact in communicating and interpreting information and policy changes to applicants, staff and faculty. 

Required

University Policies

Working experience with university graduate student policies and procedures (e.g., University and School admissions regulations, financial aid, degree requirements, faculty advising, etc.).

Preferred

Implementation

Experience implementing policies pertaining to masters students, school-wide degree requirements, and procedures for advancing students to candidacy

Preferred

UCLA Systems

Experience using Graduate Division Intranet site and AIS systems, including SIS and RDS to retrieve data and keep track of student applications, enrollment, financial aid, GPA, etc.

Preferred

Strong interpersonal skills to work effectively and create positive working relationships with program faculty, staff and students, as well as campus and off campus departments and organizations.

Required

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

Required

Excellent English verbal and written communication skills to generate effective correspondence and reports.

Required

Ability and resourcefulness to meet deadlines and manage a heavy workload that includes competing demands.

Required

Ability to recognize need for consultation and/or to report problems.

Required

Ability to analyze transcript information and national aptitude test scores to counsel prospective applicants regarding possibility of admission.

Required

Ability to interpret student records, e.g., transcripts, degree progress, application materials, etc.

Preferred

Knowledge and coordination of course and faculty evaluation process by students.

Preferred

Knowledge and understanding of health professions and health care management.

Preferred

SPECIAL REQUIREMENTS AND/OR CONDITIONS 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:

Non-Clinical Setting

Location Setting:

Campus

Location:

Fielding School of Public Health

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.