Admission Assistant

BLANK AST 1 (004724)

UCPath Position ID: MI-DPT512000-JC004724-PD168909

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1109542

Approved Date:

11/8/2024 3:30:20 PM

Date Last Edited:

11/7/2024 7:31:35 PM

Last Action Effective Date:

6/9/2023

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-JC004724-PD168909

Position Description ID

168909

UC Payroll Title:

BLANK AST 1 (004724)

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 Unit (ASU) Manager, provide support to Admission Services Unit for Undergraduate Admission. Respond to applicant inquiries on the telephone and at the public reception counter regarding admission requirements to UCLA. Advise prospective applicants on the procedures for filing applications and the selection criteria for incoming freshman and transfer applicants. Evaluate freshman applicant files and assess academic performance and recommend admission. Enter data and interact with other departments on campus. Occasional evening and weekend work required outside of the regular business hours of 8:00am -5:00pm.

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.

Advisory Duties

1. Advise prospective freshman and transfer applicants, parents, and counselors in person, by email, and on the phone regarding admissions policies and procedures, including general requirements for both domestic and international applicants, special programs offered by the university, appropriate filing periods, and deadlines, the selection process, and course equivalencies from other schools.(E) 

2. Advise applicants and parents regarding choices and options once admissions decisions are received. (E)

3. Refer clients to appropriate departments when needed.(E)

4. Provide input for messages in the virtual contact center phone system for Undergraduate Admission, recording and retrieving messages.(E)

5. Serve as a resource to student employees in the unit. (E)

70%

Administrative and Clerical Duties

1. Compile and maintain statistics for clientele weekly. Utilize software suite (Office 365), the virtual contact center phone system and customer relations management software (Technolutions Slate") to compile reports as needed.(E)"

10%

Computer Utilization

1. Access UCLA student information system (OASIS) throughout the day to provide detailed information regarding applicants records in accordance with office policy and University and Federal Privacy Regulations.(E)

2. Update information on applicant and student records on an on going basis.(E)

3. Access email and electronic calendar several times daily to keep up to date.(E)

10%

Additional Duties

1. Support other Undergraduate Admission units during peak periods including system edits, data entry, telephone, and clerical support.(E)

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

3. Participate in annual welcome events for prospective and newly admitted students. 

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 liberal arts, communications or related field.

Preferred

1. Demonstrated ability to speak on a one to one basis with clients using appropriate vocabulary and grammar to obtain and interpret information and explain admission requirements, office policies and admission procedures.

Required

2. Demonstrated oral communication skills in speaking with persons of various social, cultural, economic and educational backgrounds providing information and explaining procedures and policies effectively.

Required

3. Demonstrated skill in interacting diplomatically with the public in a high volume continuous public contact setting.

Required

4. Demonstrated skill in reading and interpreting written documents in standard English text such as admission requirements, University policy, and procedure manuals etc.

Required

5. Demonstrated typing skills to access/update information using a computer.

Required

6. Demonstrated skill in writing grammatically correct reports.

Required

7. Demonstrated skill in performing repetitive work according to set specifications and procedures.

Required

8. Demonstrated skill in interpreting academic transcripts and records.

Required

9. Demonstrated knowledge of the UC admission requirements, policies, and procedures.

Preferred

10. Demonstrated knowledge of international educational systems.

Required

11. Demonstrated knowledge of UCLA departments and programs, including procedures, dates and deadlines and policies.

Preferred

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:

1147 Murphy Hall

Standing/Walking

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

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.