Admission Advisor

BLANK AST 2 (004723)

UCPath Position ID: MI-DPT512000-JC004723-PD168908

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

703382

Approved Date:

9/30/2024 6:43:06 PM

Date Last Edited:

9/30/2024 6:43:03 PM

Last Action Effective Date:

2/14/2024

Organization Details

Business Unit (Location):

LACMP

Organization Code:

7050O

Organization:

ENROLLMENT MANAGEMENT                  

Division Code:

7600D

Division:

ENROLLMENT MANAGEMENT                  

Department:

512000 - UNDERGRADUATE ADMISSION

Position Details

UCPath Position Number:

MI-DPT512000-JC004723-PD168908

Position Description ID

168908

UC Payroll Title:

BLANK AST 2 (004723)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

CX: Clerical & Allied Services

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:

40106718

Reports to Payroll Title:

ADMISSIONS RECRMT SUPV 1

UCPath Department Head Position Number:

40041617

Department Head Payroll Title:

ADMISSIONS RECRMT SPEC 4 GF

SUPERVISION - Indicates that the incumbent performs a variety of routine duties within established policies and procedures or by referral to the supervisor’s guidelines.

POSITION SUMMARY

Under the direction of the Admission Services Manager, the Admission Advisor is responsible for delivering exceptional customer service through various communication channels, including in-person, phone, and email interactions. The role involves advising prospective and current students, parents, and the general public on UCLA freshmen and transfer admission requirements, policies, and processes. The Advisor will use sound professional judgment in evaluating and recommending applicants for admission, adhering to established guidelines. Occasional evening and weekend work is required. Additionally, the Advisor will represent UCLA at events, collaborate with campus partners, create and edit materials, stay informed on industry trends, and oversee the training and performance of student workers.

Following established office procedures and policies, independently completes tasks. Receives formal and informal guidance from supervisor on a regular basis. Participates in regular updating and planning meetings in unit. 

The Office of Undergraduate Admission supports UCLA undergraduate student enrollment goals through recruitment, admission, and yield practices consistent with the mission and values of the university. We seek to recruit and enroll high-achieving, talented students from diverse backgrounds from throughout California, the US, and abroad to both benefit from and contribute to one of the leading research universities in the world.

Admissions Operation Support

A1. Analyze & resolve applicant data issues arising during the application processing cycle.(E) A2. Process student submitted application updates. Assess potential impact on admission status & take appropriate action.(E) A3. Assist w/ the operation of the dept's. digital scanning operation used to electronically index documents. Conduct quality assurance of scanned records.(E) A4. Perform data-entry & clean-up of constituent records. Assist w/ the set-up of events.(E) A5. Provide support for posting of transfer credit in the degree audit system. Assist w/ the maintenance of credit articulation rules. Post & update transfer coursework to student records.(E) A6. Independently resolve special applicant situations, e.g. cancellations, refunds, deferred admission, late application appeals.(E).

40%

Customer Service

B1. Respond in writing and orally to constituent (student, parent, educators) inquiries. (E)

B2. Monitor email accounts and other incoming communication sources (postal, webform, voicemail etc.). Ensure inquiries are processed in a timely manner and responded to professionally. Review the quality of written responses. (E)

B3. Respond to general inquiry phone calls and provide in-person service to office visitors as needed, ensuring timely and accurate information delivery. (E)

B5. Support and actively participate in annual welcome events for prospective and newly admitted students, contributing to the overall positive experience.

30%

Application Review

C1. Participate in the freshman selection process by reading applications.(E)

C2. Conduct post-selection reviews, including appeals, waitlist management, admission contract issues, and verification of official records, ensuring fairness and compliance with UCLA admission policies. (E)

15%

Documentation and Training

D1. Develop, update, and maintain clear operational documentation to ensure consistency in processes and support for ongoing staff training. (E)

D2. Prepare annual reports to evaluate and summarize operational processes and make recommendations for improvements.(E)

D3. Train and monitor the performance of student workers. (E)

15%

•

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

or equivalent combination of education and experience.

Required

Demonstrated experience using digital imaging system such as ImageNow.

Required

1. Proven outstanding customer service skills and techniques. Skills in service orientation, active listening, and critical thinking.

Required

2. Excellent verbal and written communication skills, interpersonal skills, multicultural competencies, and the ability to work with diverse populations.

Required

3. Demonstrated ability to communicate clearly and effectively in person, through electronic media, and in writing, representing the University in a professional and accurate manner on often complex topics related to student academic preparation and University admission.

Required

4. Demonstrated skills in working independently and following through on assignments with minimal direction.

Required

5. Demonstrated skills in prioritizing assignments to complete work in a timely manner when there are changes in workload and competing deadlines.

Required

6. Demonstrated skills in analyzing data, problems, situation, practices or procedures to define the problem or objective, identify relevant concerns or factors, and formulate logical and objective conclusions.

Required

7. Demonstrated working knowledge of Undergraduate Admission office processes.

Preferred

8. Detailed knowledge of the UC Application for Undergraduate Admission and UCLA admissions requirements.

Preferred

9. Demonstrated interpersonal skills to establish and maintain cooperative working relationships with colleagues and other staff members.

Required

10. Demonstrated written communication skills to prepare concise, logical, grammatically correct reports, correspondence, and operating policies and procedures.

Required

11. Demonstrated oral communication skills to explain complex policies and procedures to constituents and personnel at various organizational levels.

Required

12. Strong proficiency in Microsoft Office with emphasis in Word (creation of forms and tables, signs, labels), Excel (formulas, database function, spreadsheets, data sorts, mail merges, etc.), and Outlook (email).

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:

1147 Murphy Hall

Standing/Walking

X

X

Sitting

X

X

Bending/Stooping

X

X

Squatting/Kneeling

X

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.