Senior Degree Auditor

STDT SVC ADVISOR 3 (004575)

UCPath Position ID: TBD_189563

Position Description History/Status

Approved Date:

7/23/2025 8:51:15 PM

Date Last Edited:

7/23/2025 8:51:13 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1130O

Organization:

HENRY SAMUELI SCHOOL ENGR & APPL SCIENCE

Division Code:

1131D

Division:

ENGINEERING & APPLIED SCIEN DIV

Department:

011500 - DEAN, SEAS

Position Details

UCPath Position Number:

TBD_189563

Position Description ID

242750

UC Payroll Title:

STDT SVC ADVISOR 3 (004575)

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:

40116435

Reports to Payroll Title:

STDT SVC SUPV 1

UCPath Department Head Position Number:

40037312

Department Head Payroll Title:

ASSOC DEAN

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 direct supervision of the Student Services Supervisor 1 and under the general direction of both the Associate Dean of Student Affairs and the Director of the Henry Saumeli School of Engineering and Applied Science Office of Academic and Student Affairs (OASA), which is the central undergraduate unit with complete oversight of the undergraduate programs for all the seven academic departments in the School of Engineering.

The Student Services Advisor position is a senior academic counselor for continuing students in Chemical Engineering, Civil Engineering, Mechanical and Aerospace Engineering, Undeclared engineering, and the engineering minors This position is responsible for implementing policies and procedures to manage all aspects of the student experience from orientation through graduation, advising students on registration/matriculation, add/drops waivers and substitutions, transferability of courses, course substitution and developing academic plans. The Student Service Advisor is responsible for monitoring students' academic standing, placing students in academic difficulty on academic contract and counseling dismissed students on readmission requirements.

This position has a leadership role in overseeing  the Exceptional Students Admission Program (ESAP) ensuring that students are reviewed and verified of their eligibility to be recommended for admission to a Samueli MS program.  As the ESAP lead the advisor will train a team to help with the review process and send official notifications to students of their eligibility and a final list of students to the Samueli graduate departments and programs.  Additionally, the senior degree auditor provides oversight for the awarding of well over 1,000 Bachelor of Science degrees annually. As such, must have extensive knowledge of major requirement for ten engineering majors, three minors, and School and University requirements. This position coordinates the degree audit process and responsible for training all undergraduate advisors in Samueli Engineering on the protocols and procedures for verifying degree awards. The position manages the degree audit notification process utilizing the MyEngineering message merge database application leveraging current systems and utilizing new technology trouble-shooting degree audit automated systems where needed.

The position advises undergraduate students approaching the completion of Bachelor of Science degrees on course, university and grade point average requirements, monitors Latin Honors eligibility and is responsible for counseling students who do not meet degree requirements recommending solutions to degree deficiencies.

This position is the OASA Liaison with the Office of the Registrar, Dean of Students Office and other campus student services offices.

This position is responsible for hiring, training and oversight of the student file clerks and peer counselors who assist with the degree audit and supports all OASA services. Occasional weekend and evening hours required for student informational workshops and fairs as well as special events such as the two Samueli Commencements, Discover Engineering and Bruin Day. 

The Office of Academic and Student Affairs (OASA) in the Samueli School of Engineering is the central advising unit for undergraduate engineering students.  We provide academic support from new student orientation through graduation, which includes an overview of school enrollment policies and deadlines, major requirements, change of major, and degree completion.  OASA also supports admissions, course evaluations, course scheduling, and schoolwide events, such as commencement and Discover UCLA engineering.  We are a team of 18 full-time staff members headed by the Associate Dean of Academic and Student Affairs that fosters a collaborative environment while working closely with campus partners.

COUNSELING AND ADMINISTRATION

1. Formulate policies in conjunction with the Associate Dean for Academic and Student Affairs. 2. Review student petitions requesting exceptions to Samueli Engineering and University policies and curricular requirements with decision-making authority. 3 Evaluate and make decisions on petitions for changes of major within the Henry Samueli School of Engineering and Applied Science, and petitions to enter engineering from the College. Counsel newly admitted students on major and minor requirements. 4. Determine appropriate academic action for students subject to dismissal. Establish academic contracts for those students allowed to continue, determine dismissal and counsel students who are dismissed conducting exit interviews advising students of readmissions options. 5. Senior Academic advisor for students in the chemical engineering,  civil engineering, mechanical and aerospace and undeclared engineering. Responsible for the entire student experience from orientation through graduation, requiring a seasoned, experienced academic adviser. 6. Review quarterly proposed class schedules. Advise department representative as to of any problems and suggest appropriate modifications as needed. 7. Audit and regulate class schedules and enrollments for courses with authority to change students' study lists. 8. Enforce School and University policies while advising continuing and potential Samueli Engineering undergraduate students on all matters relating to requirements for the ten degree curricula, academic difficulties, and eligibility for special programs, such as the Departmental Scholars Program and Exceptional Student Admissions Program. 9. Counsel newly admitted freshman and junior transfer students during summer orientation regarding Samueli Engineering and University policies, use of advanced standing credit to meet degree requirements, online enrollment, housing and general information regarding student life at UCLA. Give group presentations to orientation students. 10. Instruct students in the use and purpose of the computerized Degree Audit Reporting System (DARS). Troubleshoot database problems. 11. Ascertain students' special needs, making appropriate referrals. Responsible for maintaining a thorough working knowledge of student programs and services provided by outside offices (e.g., Career Center, Student Psychological Services, Education Abroad Program, Student Research Program). 12. Advise students nearing degree completion on course and grade requirements. 13. Attend informational events and assist with special week-end events such as Discover Engineering and Commencement. 14. Conduct academic workshops. 15. Respond to daily MyUCLA Message Center and e-mails from continuing and prospective students as well as academic units. 16. Develop and implement new academic databases in conjunction with the programmer for efficient management of students' records.

40%

AUDIT AND DATA MAINTENANCE

1. Senior degree auditor leading  the audit and reconciling of students' records before degree and minor award of in excess of 1,000 awards per academic year) for the 10 SAMUELI ENGINEERING majors with several options, and 3 minors. 2. Schedule and manage quarterly audit review sessions. 3. Coordinate the degree audit process and responsible for training all undergraduate advisors in Samueli Engineering on the protocols and procedures for verifying degree award. 4. Responsible for training all undergraduate advisors in Samueli Engineering on the protocols and procedures for verifying degree award. 5. Conduct student outreach events targeting degree candidates. 6. Run data queries, responsible for maintain degree lists. 7. Troubleshoot discrepancies between Registrar data, DARS and OASA data. 8. Responsible for counseling/advising students with problem degree check cases and guiding student toward resolution. 9. The position manages the degree audit notification process utilizing the MyEngineering message merge database application leveraging current systems and utilizing new technology. Trouble-shooting degree audit automated systems. 10. Finalize degree awards, including retroactive degrees, giving final authorization notice to the Registrar. 11. Verify students' grade point averages to determine eligibility for University honors upon completion of their academic programs. 12. Serve as the contact person for the Office of the Registrar and other campus departments in degree related matters as well as issues pertinent to the service of students, faculty and staff. 13. Responsible for maintaining Samueli Engineering databases as they pertain to degree candidate information. 14. Utilize the phpmyAdmin query system to generate student data reports. 15. Compile and maintain Samueli Engineering documents and statistics as they pertain to students awarded the Bachelor of Science and University honors; developing and implementing databases for the purpose of running these reports. 16. Maintain lists of students UID numbers of degree candidates used to assist the SAO responsible for school-wide statistics. 17. Develop and maintain the OASA website for the degree audit process section. 18. Enter exception into DARS.

35%

OVERSEE THE EXCEPTIONAL STUDENT ADMISSIONS PROGRAM (ESAP)

1. Responsible for creating and maintaining the quarterly ESAP survey questionnaire. 2. Update the ESAP website managing FAQs, criteria, and updates.  3.  Lead a team of 6-10 staff to review and verify ESAP eligibility 4. Maintain a working list of eligible students working with the engineering graduate departments. 5. Utilize the MailMerge system to send out quarterly notifications and update internal database. 6. Track data and files for record keeping.

25%

•

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 combination of education and experience

Required

Working knowledge of University and School rules, regulations, policies, and procedures related to student affairs and curricula requirements.

Preferred

Working knowledge of the Registrar's Office and student services such as Career Center, The Center for Accessible Education, Counseling and Psychological Services, Dashew Center and Financial Aid.

Preferred

Familiarity with University on-line systems and procedures, SIS (student information systems) SRS (student records systems), Course Inventory Management System (CIMS CMS), MyUCLA, DARS, Assist, Transferology.

Preferred

Ability to interpret transcripts and manually calculate GPAs and units when necessary, with attention to detail.

Required

Computer and database skills necessary to maintain, troubleshoot and encode student databases, process electronic degree audit notices and generate reports and presentations, such as Microsoft Word, Excel, PowerPoint, Wordpress, and some UNIX language.

Required

Time management and organizational skills in working independently and following through on assignments and meeting deadlines.

Required

Ability to multi-task with frequent interruptions, set priorities and work independently with minimal direction, think strategically, work in demanding situations.

Required

Skill in employing fundamental counseling techniques.

Required

Communication, interpersonal skills and political acumen to interact with a diverse population.

Required

Ability to make oral presentations to student groups and college/university staff.

Required

Skill in writing grammatically correct reports and correspondence.

Required

Supervisory skills to train, delegate and monitor work assignments of student clerks.

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.

Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

BOELTER HALL

Standing/Walking

X

X

Sitting

X

X

Bending/Stooping

X

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

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.