STDT ACAD ADVISOR 3

STDT ACAD ADVISOR 3 (004545)

UCPath Position ID: 40849360

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1115959

Approved Date:

5/30/2025 10:24:15 PM

Date Last Edited:

5/30/2025 10:24:10 PM

Last Action Effective Date:

3/3/2022

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE

Division Code:

1311D

Division:

L&S UNDERGRADUATE EDUCATION

Department:

051600 - ACADEMIC SUPPORT-ATHLETICS

Position Details

UCPath Position Number:

40849360

Position Description ID

171675

UC Payroll Title:

STDT ACAD ADVISOR 3 (004545)

Business Title:

STDT ACAD ADVISOR 3

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:

40045461

Reports to Payroll Title:

STDT ADVISOR SUPV 2

UCPath Department Head Position Number:

40037222

Department Head Payroll Title:

STDT SVC 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

The College Academic Counselor in Athletics (payroll title: Student Affairs Officer 3 Exempt) serves as the primary resource for designated teams of undergraduate student-athletes on matters pertaining to College rules and regulations.  College Academic Counseling in Athletics is part of the Division of Undergraduate Education with the UCLA College.  The counselor will provide academic advising regarding degree requirements and academic policies as well as broader University policies and procedures.  They must be aware of or have knowledge of departmental requirements and policies, coordinate with other academic units to present scheduling conflicts and to ensure time to degree, and handle requests for special scheduling needs.  Participate in programming the academic mentor program in Academic and Student Services in Athletics.  Make group presentations and represent the Department of Intercollegiate Athletics as well as College Academic Counseling in Athletics at various campus events.  Assist in planning and coordinating events for academic and student services in Athletics.  In addition, they are responsible for monitoring and implementing NCAA and PAC-12 Conference certification and eligibility requirements for all assigned student-athletes. They participate in the development of administration and evaluation of programs for student-athletes under the jurisdiction of the College. The Student-Athlete Academic Counselor in the Morgan Center is a unique position: as a College Counselor, they is responsible for designing and delivering a full range of academic advising services. As the primary resource for designated teams of student-athletes, including student-athletes from other undergraduate schools and colleges, the counselor must develop a complex network of working relationships among a broad spectrum of campus-wide units and external agencies (e.g. all College and school counseling units, departmental counselors, Undergraduate Education Information Technology (UIT), Athletics Peer Learning, Admissions, Registrar, Financial Aid, Summer Sessions, Career Center, Housing, International Student Center). All these functions must be performed in a high-stress environment where consequences are both immediate and long-range and are highly visible both within and outside the institution. This position reports to the Director of Student Athlete Counseling.  Must be able to adjust work schedule which may require varying work hours to meet position's duties as needed. Assist the Director of Student-Athlete Counseling with special projects as needed.

Counseling

A1. Counsel L&S student-athletes (including AAP and Honors) regarding academic options and alternatives (e.g. program planning, major selection, degree progress) and explain, interpret and advise on University, College and major requirements.

A2. Develop and implement a Degree Plan for each student-athlete that meets both College and NCAA eligibility requirements.

A3. Review and monitor the Degree Plan for each student-athlete on a quarterly basis, initiating a substantial review/update when majors are declared or changed.

A4. Process student petitions and make decisions, both independent and in consultation with other staff, on behalf of the College. Act on requests for exceptions to rules and policies using established and uniform guidelines. A5. Analyze the records of student-athletes who are on Probation and Subject to Dismissal and determine appropriate action.

A6.  Independently analyze review and evaluate petitions for current term withdrawals, retroactive withdrawals, and retroactive study list changes, and determine appropriate action. Update students' academic status, if necessary, in the office's internal database.

A7. Subject To Dismissal Processor: Evaluate and determine academic status for each student in academic difficulty and determine appropriate action. Process academic actions for students in academic difficulty by generating Subject To Dismissal contracts and updating internal and main databases.

A8. Evaluate student-athlete applications for readmission to UCLA and determine appropriate action.

A9. Respond to inquiries from student-athletes and parents regarding complex academic and related issues.

A10. Follow up on individual student cases and make referrals when appropriate to other campus resources.

A11. Compose letters of recommendation as requested in support of student applications for graduate and professional schools, employment, scholarships, internships, etc.

A12. Design and conduct workshops for specific groups of student-athletes (e.g. Degree Planning, Academic Success, STD/Probation, New Students).

A13. The DIA is governed by the NCAA, PAC-12 and University of California. This position is in the College and assigned to the DIA. It is required to comply with the applicable rules, regulations and policies of those organizations. This includes: remain current with and abide by the rules and regulations of the NCAA, the PAC-12, University and DIA; review and retain all rules compliance documentation disseminated by the DIA Compliance Office as it relates to changes and updates to, and rulings on the current rules and regulations; report all NCAA, PAC-12 violations per DIA policy; consult with the DIA Compliance Administrative Staff regarding any rules and regulations in question; attend training classes as necessary; sign the annual NCAA Certification of Compliance form as required by NCAA Bylaw 18.4.2.1(d); and complete the annual Athletically Related Income form as required by NCAA Bylaw 11.2.2.

60%

Liaison with Department of Intercollegiate Athletics and NCAA

B1. Schedule and conduct regular team meetings with assigned teams and coaches to convey academic and NCAA eligibility requirements and expectations for student-athletes.

B2. Maintain coordination and communication with designated coaches regarding student-athletes' academic progress and NCAA eligibility.

B3. Implement and monitor NCAA Academic Reform regulations: Initial Eligibility and Continuing Eligibility as it pertains to transfers, part-time enrollment, summer credit hours, remedial, tutorial or non-credit courses, and quarterly certification.

B4. At the end of each quarter, audit student athlete transcripts, certify unit completion, and work with necessary campus entities to obtain student information.

B5. Compile eligibility data and report to necessary DIA and NCAA officials. (Essential)  B6. Make presentations at official DIA team events (e.g. coaching staff orientations, awards ceremonies, other social events).

20%

Coordination of Academic and Other Student Services

C1. In cooperation with designated DIA staff and the Peer Learning assistant director, establish the criteria to identify student-athletes wo would benefit from intensive counseling, academic mentoring and peer learning (tutorial) services.

C2. Work with the academic mentors to develop mechanisms and systems to monitor student athlete performance for assigned teams.

C3. Review weekly academic mentor assessments for all designated student athletes and refer to necessary follow-up with student-athletes, faculty, TAs, and other academic support services units.

C4. Coordinate with campus student services units to obtain necessary campus student services: financial aid, housing, disability diagnosis and accommodations, international student visa compliance, etc.

C5. As necessary, travel with assigned teams to monitor study hall, administer exams, and coordinate all necessary academic support services. (Marginal)  C6. Participate as requested with Director of College Academic Counseling in selection and orientation of new CAC counselors and staff.

C7. Participate in future development and long-range planning and evaluation of College Academic Counseling-Athletics and Academic and Student Services in Athletics programs including recombination's for policy and procedural changes and implementation. (e.g., new programs for students, recommendations for improvement of service.)

10%

Outreach

D1. Represent Athletics Counseling on committees and at meetings with other student services offices on and off campus.

D2. Representing Athletics Counseling, speak at events offered by other campus offices.

D3. Present academic information regarding degree requirements and academic services to individual student-athletes as part of the official recruitment process.

D4. Disseminate information at recruitment functions. Attendance at scheduled functions may require varying and irregular work hours.

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 related area and / or equivalent experience / training

Required

And

Master's Degree

in related area and / or equivalent experience / training

Preferred

Work in admissions, academic advising, athletic administration, NCAA compliance.   

Required

And

Experience working with college age young adults.  

Required

1. Ability to effectively counsel and academically advise undergraduate students with professional, academic and/or personal questions and concerns. Detailed knowledge of University and College academic rules, regulations, policies and procedures.

Required

2. Skill in working independently and following through on duties with minimal direction. Demonstrated skill in problem solving and generating alternatives in order to improve operational process.

Required

3.. Ability to organize and conduct group presentations to provide information and explain academic and NCAA policies and procedures to various constituencies.

Required

4. Skill in speaking with persons of various ethnic, cultural, social economic and educational backgrounds. Knowledge of or experience working with undergraduate student populations which could be obtained through exposure to a college or university setting.

Required

5. Skill in setting priorities which accurately reflect the relative importance of job responsibilities and ability to manage multiple projects that may run simultaneously.

Required

6. Ability to establish and promote cooperative working relationships. Skill in interacting diplomatically with representatives from other academic units/institutions during joint projects.

Required

7. Skill in writing grammatically correct, concise, logical reports, correspondence and proposals.

Required

8. Ability to use standard office applications (Word, Excel, e-mail, web-page browsers), as well as office-specific applications (Counselor Desktop/OASIS).

Required

9. Skill in evaluating information and policies according to criteria established by the Director of Student Athlete Counseling and the NCAA.

Required

10. Working knowledge of a wide array of College and University regulations, as they relate to the proper counseling of students. Working knowledge of relevant NCAA eligibility and academic reform regulations, as they relate to the proper counseling of students.  Demonstrated ability to adhere to and comply with NCAA, Big Ten conference and University rules and regulations.

Required

11. Must be able to maintain a regular schedule and on-time attendance.  Must be able to adjust work schedule which may require varying work hours to meet position's duties as needed.

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.

CANRA: The position is designated as a mandatory reporter under CANRA. The employee must sign the "Statement Acknowledging Requirement to Report Child Abuse".

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

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.