Student Academic Advisor 2

STDT ACAD ADVISOR 2 (004544)

UCPath Position ID: TBD_2854

Position Description History/Status

Approved Date:

2/1/2025 12:18:49 PM

Date Last Edited:

2/1/2025 12:18:44 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1300O

Organization:

LETTERS AND SCIENCE

Division Code:

1330D

Division:

L&S LIFE SCIENCES

Department:

302200 - INSTITUTE FOR SOCIETY AND GENETICS

Position Details

UCPath Position Number:

TBD_2854

Position Description ID

233681

UC Payroll Title:

STDT ACAD ADVISOR 2 (004544)

Business Title:

Student Academic Advisor 2

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:

40904966

Reports to Payroll Title:

STDT ACAD ADVISOR 3

UCPath Department Head Position Number:

40040785

Department Head Payroll Title:

Director

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 Student Academic Advisor 2 (SAA2) works collaboratively with the Student Academic Advisor 3 (SAA3), the Vice Chair of Undergraduate Education (VCUE), and the Chief Administrative Officer (CAO) in assisting with student support functions and related tasks. This position assists in advising undergraduate students about the Human Biology and Society majors (B.A. and B.S.) and the Society and Genetics minor program. Performs related student advisory functions, such as program promotion and orientation, degree auditing, and departmental sponsored activities including Commencement. The incumbent will facilitate the Teaching Apprentice and Reader recruitment process for all eligible ISG courses in collaboration with the Academic Personnel Coordinator. Additional duties include advising faculty and instructors on individual course management as well as accessing, communicating, and recording academic progress. The SAA2 role works with a high degree of independence and creativity while upholding department and University policy. An on-campus presence of a minimum 3 days a week is required, with additional days possible due to business needs.

The UCLA Institute for Society and Genetics is a Center for Interdisciplinary Instruction (CII) within the Division of Life Sciences. The department consists of 20+ faculty, 7 operational staff, lecturers, academic apprentices, postdoctoral scholars, national and international researchers, and 6 fully staffed life science laboratories (2 wet labs, and 4 social science labs), and the Human Biology and Society Major (B.A. & B.S.) and Society and Genetics Minor program.

Student Services

1. Advise students about eligibility, admission to the minor and major programs

2. Advise students about major and minor program rules and procedures

3. Assist in reviewing and verifying bi-annual competitive major programs admissions applications. In partnership with the VCUE, the CAO, and SAA3, provide recommendations for and facilitate updates to the application process as needed to meet the growing needs of the academic programs and the Institute

4. Maintain student records and files and monitor academic progress. Review and approve degree audits

5. Assist in processing student course petitions by updating student’s degree audit report

6. Advise students in academic difficulty, and refer students, as needed, to appropriate campus services, centers and programs. Involve relevant parties both within and outside ISG as appropriate and necessary

7. Coordinate with the various UCLA College Advising Units to help students match course work to career objectives

8. Advise students regarding careers and internship opportunities, and refer students, as needed, to appropriate campus services, departments, centers and programs

9. Conduct summer orientation sessions through the UCLA Orientation Program for incoming freshmen and transfer students. Update Degree Audit Reports as information is received for incoming transfer students prior to orientation, if possible, or prior to the beginning of their incoming quarter

10. Communicate with other University departments and student academic advisors about the Institute's academic programs. Attend and participate in College SAO meetings, and other meetings as appropriate

11. Foster interdepartmental and inter-unit coordination and communication with units including, but not limited to, admissions, career center, Center for Community Engagement, Alumni Development, and Life Sciences core to establish informative resource index for students

12. Confer with students participating in the Education Abroad Program

(EAP). Review and counsel students on current and projected academic programs; confer with students upon return from EAP to determine transferability of completed coursework

13. Collaborate with the Society and Genetics Undergraduate Group, the Genetic Counseling Student Interest Group, and other relevant student groups to maximize student involvement with Institute

14. Assist in the implementation of special events as needed

15. Manage student emails and respond in a timely manner

16. Manage Soc Gen student listservs, monitor memberships, and ensure prompt release of all messages

50%

Teaching Apprentice and Reader Management

1. With the Vice Chair of Undergraduate Education (VCUE) determine the quarterly hiring needs for the department

2. Initiate the advertising and recruitment process

3. Collaborate with the Academic Personnel Coordinator (APC) to process fee remissions, and remit necessary documentation

4. Maintain and analyze past data on course schedules for future hiring needs

5. Manage budget provided by the Dean of Life Science to hire Readers and Teaching Apprentice

20%

Instructional Planning, Administration, & Outreach

1. Serve as a resource to the VCUE and the CAO in producing quarterly and yearly teaching plans for department courses

2. Assume a role in reviewing plans and schedules to ensure undergraduate needs are addressed

3. Assist the SAA3 in scheduling courses and enduring that accurate course notes and restrictions are supplied

4. Investigate and implement means of tracking alumni of Institute programs. Maintain regular contact with alums. Propose, plan and implement alumni events in consultation with SAA3 and VCUE

20%

Other Duties Assigned

1. With the SAA3 plan the annual ISG Commencement Ceremony and annual Fall Welcome Reception. Plan and manage other departmental events as assigned such as Bruin Day and the Capstone Festival. Work in partnership with departmental leadership on planning where appropriate

2. Update Institute's website regularly with information about major and minor programs, career opportunities, and Student Experience features

3. Develop and implement new ways of engaging students with the Institute, its faculty, and its array of resources

4. Other duties as assigned

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 a related field and/or equivalent experience/training

Required

2+ years

Experience with advising students and administering educational/degree programs and/or equivalent experience/training

Preferred

Demonstrated ability to use counseling techniques to assist students in the setting and meeting of their academic goals, and resolving problems.

Required

Skills in listening perceptively, conveying awareness, and demonstrating empathy sincerity in addressing student issues and problems.

Required

Superior skill in communicating effectively and diplomatically with discretion and tact both in person and in writing with persons of various social, cultural, ethnic, economic and educational backgrounds.

Required

Ability to utilize computer technology and campus software programs and applications to perform job functions, including calendaring, database, word-processing and spreadsheet applications and Google applications (docs, sheets, groups, forms), Zoom, Slack. Ability to organize and arrange shared files for easy retrieval and use by Institute personnel.

Required

Superior writing skills to draft, edit and produce grammatically correct correspondence, reports, proposals, memoranda, and analytic documents presenting data.

Required

Ability to prepare and deliver oral presentations to provide information, explain policies and procedures, and collaborate on planning and implementation.

Required

Skill in setting priorities which accurately reflect the relative importance of job responsibilities.

Required

Skill in prioritizing assignments to complete work in a timely manner when there are changes in a workload, changes in assignment, pressures of deadlines, competing requirements, and heavy workload.

Required

Skill in interacting diplomatically with instructors, undergraduates, graduate students, staff, and the public in a high volume, continuous public contact setting.

Required

Ability to identify and define issues/problems, initiate fact-finding research to obtain information, and independently formulate logical conclusions, recommend and implement solutions.

Required

Knowledge of UCLA's campuswide database system (OASIS), Degree Audit Report System (DARS) and course inventory management software (CIMS).

Preferred

Familiarity with career objectives in life and human sciences.

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.

0%

No travel is required

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Life Sciences Building

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.