Instructional Services Advisor

STDT SVC ADVISOR 3 (004575)

UCPath Position ID: 40352409

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1121343

Approved Date:

3/4/2025 11:17:23 AM

Date Last Edited:

3/4/2025 11:17:19 AM

Last Action Effective Date:

7/28/2023

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:

40352409

Position Description ID

166392

UC Payroll Title:

STDT SVC ADVISOR 3 (004575)

Business Title:

Instructional Services Advisor

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 19

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:

40062629

Reports to Payroll Title:

STDT SVC MGR 1

UCPath Department Head Position Number:

40046100

Department Head Payroll Title:

ADMIN MGR 2

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

4544

STDT ACAD ADVISOR 2

1

POSITION SUMMARY

Under the supervision of the Director of Student and Instructional Services, the incumbent plans, develops, manages, and implements all aspects of the Department of Psychology's instructional program (with eight distinct areas of study), including course scheduling for the academic year and Summer Sessions; enrollment management to properly assess the effectiveness of the undergraduate and graduate program needs; oversight of the academic apprentice personnel (teaching assistant) application process, assignments, and hiring; management of the annual TA budget in excess of $1.6M; and administration of departmental classroom and teaching policies and resources. Supervises one full-time FTE (Student Academic Advisor 2). Also serves as a member of the academic advisement team with primary responsibility for student enrollment operations. Contribute to the broad ranging needs of the Department of Psychology as well as the Student and Instructional Services unit by serving as a standing member of the department's Department TA/Fellowship Committee.

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 more than 4,700 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.

Resource Management

A1. Manage and analyze annual department FTE allocation (approximately 40 FTE) for Teaching Assistants and ensure policy compliance with limits set by the Dean's Office and Graduate Division. (E)  A2. Analyze and compose statistical data and reports on enrollment trends and curriculum and oversee and implement complex teaching assistantships assignments. Present data to the TA/Fellowship Committee and Chair and advise them of long range plans and programmatic needs. (E)  A3. Manage database of multiple fund sources and oversee the Academic Apprentice appointment process to track and control labor expenditures. (E)  A4. Serve as the primary consultant to the Graduate Adviser to develop and interpret graduate student funding and forecast financial costs/needs. Maintain complex system to monitor allocations and advise the Graduate Advisor of future funding commitments. (E)  A5. Advise all newly hired ladder faculty, visiting faculty, and Unit 18 Lecturers to familiarize them with teaching resources and department and university policies and guidelines to ensure efficient and successful course management. (E)  A6. On a quarterly basis, oversee the department's Schedule of Classes and construct and implement a database for operational and faculty use. Generate statistics and reports for the Chair, Vice Chair, CAO, and faculty committees on student enrollment and progress using spreadsheet and database software. (E)  A7. On an annual and quarterly basis, oversee initial teaching schedule planning with Director of Student and Instructional Services, faculty, and appropriate committee chairs. Provides input (i.e., programmatic and historical data perspective) to assist with evaluating the overall academic year program. Maintain close communication with Director of Student and Instructional Services to ensure that course scheduling is compatible with needs of students and ensures optimal access. (E)  A8. Develop and maintain partnerships with the Schedule Office, University Extension, and Summer Session Office. Interact with offices to coordinate curriculum; consult with department faculty on program offerings; initiate the hiring process for summer temporary and ladder faculty, and hire teaching assistants. Problem solve at all stages of scheduling process. Ensure budget solvency.  A9. Oversee and manage space (rooms) assignments related to instructional use for the academic year and Summer Sessions including lecture halls, laboratories, and computer labs. (E)  A10. Oversee and manage office hours for all academic appointments. (E)  A11. Consult with Vice Chairs, Department Chair, Director of Student and Instructional Services and appropriate committees to establish departmental policies and procedures for annual and quarterly curriculum scheduling. Develop and evaluate best practices and make recommendations for programmatic changes.(E)  A12. Advise TA/Fellowship Committee. Present information and data for action/policy decisions. Provide solutions to problems and determine future goals. (E)

40%

Enrollment Management

B1. Manage enrollment for all courses by projecting enrollment to assess proper classroom assignments; monitor enrollment daily during student enrollment periods to assess section size and to allocate appropriate TA resources, manage waitlists, and close course enrollment when appropriate. (E)  B2. Develop systems to streamline and automate scheduling procedures within the department and to communicate directly with campus Scheduling Office. (E)  B3. Implement Advising Office enrollment practices and make recommendations as needed. (E)   B4. Advise and direct undergraduate advisors on ways to meet student enrollment demands. Analyze and interpret trends using statistics on enrollment, admissions, fellowship awards, recruitment, degrees awarded and job placement. Prepare and submit reports as needed. (E)  B5.Manage departmental enrollment policies and work with faculty in determining course and section capacities.(E)  B6. Evaluate and recommend action on student petitions to enter the three departmental pre-majors and majors, petitions for acceptance of transfer credit and petitions for course substitutions on major requirements. Make decisions on petitions involving pre-major coursework and recommend actions on petitions involving upper-division coursework. (E)  B7. Provide data and reports on enrollment management throughout the year to project teaching needs and chart trends. (E)  B8. Work with University Extension on evaluation of non-UCLA students' enrollment in open courses.(E)

30%

Student Advising

C1. Advise graduate students regarding availability of Teaching assistantships. Notify students of their eligibility status as they approach the maximum number of quarters allowed for Teaching assistantships. Ensure that all policies regarding restrictions on teaching assistantships are adhered to and implemented. Project future needs for teaching assistant positions. Ensure compliance of Graduate Division policies for teaching assistantships and advise students who do not meet standards for teaching assistantships. (E)  C2. Analyze and advise students on University policies and degree requirements. (E)  C3. Provide guidance to students individually and in groups for program planning, eligibility to enter the Psychology Department, and determining status within the department. (E)  C4. As a member of the advising team participate in the academic progress review of students in the Departmental pre-majors and majors (Psychology, Psychobiology, Cognitive Science) and assess the students ability to successfully complete the undergraduate program.. (E)    C5. Advise students with appropriate resources based on their values, life goals, career choices, and plans serve as a liaison for students. (E)  C6. Certify completion of requirements for all degree candidates of all three majors of the Psychology Undergraduate program. (E)  C7. Provide appropriate guidance and solutions regarding special problems, including: faculty conflicts, grievances with regard to classroom practices, grading procedures or any departmental policy and practice issue. (E)  C8. Recommend action concerning academic direction for each student, such as dismissal from departmental programs, redirection to another major in or out of the department, conditional continuation for a specific length of time, continuation in current status, participation in departmental honors and graduation. (E)  C9. Provide students with alternatives and/or solutions to academic, personal, and financial problems. Refer students with special needs to the appropriate University agency or office (e.g., College of Letters & Science, Center for Accessible Education, Career Center, Financial Aid, Counseling & Psychological Services, Dean of Students Office, Ombud's Office, etc.). (E)  C10. Communicate and interpret policies of the two Psychology Department Minors (Applied Developmental Psychology and Cognitive Science) and the Specialization in Computing. Review students' progress and advise students on the process for being accepted into the appropriate minor. (E)

20%

Supervision and Administration

D1. Manage and oversee and student services instructional initiatives; incoming graduate student TA assignments; undergrad research and independent study course scheduling; graduate first year research project scheduling and coordination; multiple-listed course scheduling and coordination (with other campus departments); reader and proctor coordination, advertising, and hiring. (E)  D2. Partner with Human Resources unit to initiate appointments and other academic apprentice personnel actions related to the employment life cycle. (E)  D3. Ensure that all written notices of employment of academic apprentice personnel and all personnel actions are compliant with the collective bargaining agreement covering the Academic Student Employee Unit between The University of California and the International Union, United Automobile, Aerospace and Agricultural Implement Workers of America (UAW). (E)   D4. Provide written guidelines for faculty and teaching assistants to acquaint them with university and department policies. Interpret guidelines as needed. (E)  D5. Participate in departmental events, student workshops, Psychology Undergraduate Research Conference, and New Student and Transition Programs. (E)  D6. Collaborate with the Director of Student and Instructional Services to produce a record of annual course offerings, temporary faculty, teaching assistants, readers and proctors for inclusion in annual report. (E)  D7. Manage quarterly hiring paperwork for all teaching assistants. (E)  D8. Recruit, hire, train, assign work to, and evaluate one Student Academic Advisor 2. (E)

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

Graduation from college with a major in education, public administration, psychology, or related field and seven to nine years of related experience; or an equivalent combination of education and experience, and the knowledge and abilities essential to the successful performance of the duties assigned to the position.

Required

Experience with enrollment management related to projection of annual enrollments based upon student headcounts, faculty and instructional resources, and multiple sources of data related to demand.

Preferred

Knowledge and experience managing instructional resources and university policies and guidelines to ensure efficient and successful course management.

Preferred

Experience with class scheduling, course management, and serving as liaison with Schedule Office, University Extension, and Summer Session Office to coordinate curriculum and establish quarterly, annual, and summer program offerings.

Required

Experience and comfort supporting the department's enrollment management function involving the coordinated effort that advances and tracks students from prospect to enrolled student and projecting resource requirements related to faculty need, instructional resources, space requirements and policies governing registration, classroom scheduling, and all other University policies impacting the department's ability to meet undergraduate and graduate students' instructional needs and requirements.

Required

Working knowledge of all policies governing the recruitment and employment of academic apprentice employees and their collective bargaining agreement (BX).

Preferred

Working knowledge of all policies governing the recruitment and employment of Unit 18 lecturers and their collective bargaining agreement (BX).

Preferred

Comfort with supporting faculty committees, with experience and comfort with collecting and analyzing data on departmental and university-wide factors affecting enrollment, student success, and graduation rates.

Required

Comfort managing budgets and expenditures to the provision and annual allocation of instructional resources budgeted to meet instructional need and demand.

Required

Detailed working knowledge of University policies and procedures, especially as they pertain to the: The Graduate Division, Dean's Office, Registrar's Office,Summer Session, Ashe Center, Scheduling Office, Undergraduate Advising Office, and Department of Psychology.

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.

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.