Undergraduate Advisor

STDT SVC ADVISOR 2 (004574)

UCPath Position ID: 40798536

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

601712

Approved Date:

5/30/2025 10:05:50 PM

Date Last Edited:

5/30/2025 10:05:46 PM

Last Action Effective Date:

1/4/2021

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE

Division Code:

1340D

Division:

L&S PHYSICAL SCIENCES

Department:

100000 - PHYSICS & ASTRONOMY

Position Details

UCPath Position Number:

40798536

Position Description ID

169751

UC Payroll Title:

STDT SVC ADVISOR 2 (004574)

Business Title:

Undergraduate Advisor

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:

41071283

Reports to Payroll Title:

Student Services Advisor 3

UCPath Department Head Position Number:

40056567

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.

POSITION SUMMARY

Under the general supervision of the Department Academic Vice Chair and the Lead Undergraduate Advisor, serve as the Undergraduate Advisor for the Department of Physics and Astronomy. Provide academic advising for majors as well as non-majors taking Physics and Astronomy courses. Advise prospective and current students on the department's programs, degree requirements, courses and policies, as well as broader University policies and procedures. Schedule all courses for the Physics and Astronomy Department based on knowledge of departmental requirements and policies, coordinate with other academic units to prevent scheduling conflicts and to insure time to degree, and handle requests for special scheduling needs. Update and maintain the Physics and Astronomy Undergraduate Advising web page. Serve as the department evaluation coordinator.

Manage budget expenses for department student organizations. Assist in making group presentations and in representing the department at L&S Orientation for incoming freshmen and transfer students, and at various other campus events. Assist in planning and coordinating the department graduation ceremony. Manage and coordinate the textbook order process. Assist the Lead Undergraduate Advisor with special projects as needed.

Under the general supervision of the Department Academic Vice Chair and the Lead Undergraduate Advisor, serve as the Undergraduate Advisor for the Department of Physics and Astronomy. Provide academic advising for 550+ majors and approximately 16,000 students taking Physics and Astronomy courses each year. Advise prospective and current students on the department's programs, degree requirements, courses and policies, as well as broader University policies and procedures. Schedule all courses for the Physics and Astronomy Department based on knowledge of departmental requirements and policies, coordinate with other academic units to prevent scheduling conflicts and to insure time to degree, and handle requests for special scheduling needs. Update and maintain the Physics and Astronomy Undergraduate Advising web page. Serve as the department evaluation coordinator.

Manage budget expenses for department student organizations. Assist in making group presentations and in representing the department at L&S Orientation for incoming freshmen and transfer students, and at various other campus events. Assist in planning and coordinating the department graduation ceremony. Manage and coordinate the textbook order process. Assist the Lead Undergraduate Advisor with special projects as needed.

Academic Counseling

1. Maintain knowledge of all regulations and policies of the University and the College as they pertain to undergraduate student affairs, and use that knowledge to ensure the Department is in compliance.

2. Maintain knowledge of academic requirements for the Physics BA/BS, Astrophysics BS, Biophysics BS degrees for 550+ majors. Advise on departmental policies, major requirements, transfer course articulations to students enrolled in Physics & Astronomy undergraduate courses (16,000 students). 

3. Present at the New Student Orientation sessions, Bruin Day (Freshman and Transfer).

4. Advise students on post-graduate opportunities and appropriate academic planning to meet specific career goals. 

45%

Academic Counseling

5. Gauge progress of each student in conjunction with the Lead Undergraduate Advisor.

6. Determine student's eligibility to enter department majors. Process change of majors as required.

15%

Scheduling and Enrollment

1. Coordinate with the Academic Vice Chair and the Lead Undergraduate Advisor in determining courses to be offered. 2. Determine classroom needs based on past enrollment trends. 3. Resolve course conflicts within the department. 4. Coordinate with supervisor of lower division labs regarding the scheduling of lab sections. 5. Act as liaison for the department with Central Scheduling regarding course change updates, instructor and TA information, final exam information, special room requests for larger or extra exam rooms, review sessions and input on Oasis. 6. Monitor the scheduling of departmental rooms for classes, review sessions, and exams. 7. Coordinate and manage all scheduling and enrollment matters during the academic year and during summer sessions, including enrollment statistics

30%

Administration

1.Manage budget expenses for departmental student organizations.

2. Assist in planning and coordinating the departmental graduation ceremony and annual Fall Open House. 

3. Serve as department evaluation coordinator.   

4. Represent the Department at campus undergraduate student affairs related meetings and events. 

5. Update and maintain the Physics and Astronomy Undergraduate Advising web page. 

6. Coordinate textbook orders on the ASUCLA textbook website in a timely manner each quarter to ensure arrival of the books on time. 

7. Maintain the department book room for faculty and TAs, monitor loaned books and keep inventory. 

8. Organize and oversee the Department TA Tutoring Center.

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

Bachelor's degree in related area and/or equivalent experience/training

Required

Demonstrated work experience in counseling in an institution of higher education

Preferred

And

Experience in using platforms such as Counselor Desktop, OASIS, SAWeb, and DARS

Preferred

1. Demonstrated skill in writing logical, concise and grammatically correct communications, including correspondence, reports, and booklets.

Required

2. Communication skills sufficient to accurately convey information to public, students, faculty, staff and other university offices regarding UCLA's programs in Physics and Astronomy.

Required

3. Ability to communicate effectively and interact diplomatically with a variety of ethnic and economic backgrounds.

Required

4. Knowledge of and ability to interpret and explain University and Department policies and procedures to students, faculty, staff and the general public.

Required

5. Demonstrated skill in employing fundamental counseling techniques with sensitivity and confidentiality to advise students on course curriculum, procedures and other concerns.

Required

6. Demonstrated ability to work independently and accurately with detail, and ability to follow assignments through to completion with minimal supervision.

Required

7. Ability to maintain clear and complete records and to analyze and interpret data to compile reports and make recommendations for improvement.

Required

8. Ability to establish and maintain cooperative working relationships with colleagues, faculty, university officials, students and the public.

Required

9. Skill in establishing goals and setting priorities which accurately reflect the relative importance of job responsibilities.

Required

10. Knowledge and ability to work under frequent or unexpected interruptions and continue to meet deadlines.

Required

11. Ability to operate a PC. Skill in the use of Microsoft Office Suite (i.e. Excel, Access, PowerPoint, Outlook) and Google docs.

Required

12. Ability to recognize problems and generate alternatives or offer solutions based on knowledge of procedures and existing guidelines.

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:

PAB 1-707D

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.