Assistant Dean for Student Services

STDT SVC MGR 2 (000323)

UCPath Position ID: TBD_4002

Position Description History/Status

Approved Date:

4/10/2025 9:10:20 AM

Date Last Edited:

4/10/2025 9:10:02 AM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

2100O

Organization:

DENTISTRY

Division Code:

2110D

Division:

CLINICAL

Department:

135000 - DENTISTRY

Position Details

UCPath Position Number:

TBD_4002

Position Description ID

237135

UC Payroll Title:

STDT SVC MGR 2 (000323)

Business Title:

Assistant Dean for Student Services

Personnel Program

Management and Senior Professional (MSP)

Salary Grade:

Grade 25

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

C: Supervisor - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40061708

Reports to Payroll Title:

DEAN

UCPath Department Head Position Number:

40061708

Department Head Payroll Title:

DEAN

GENERAL DIRECTION - Indicates that the incumbent receives guidance in terms of broad goals and overall objectives and is responsible for establishing the methods to attain them. Generally the incumbent is in charge of an area of work, and typically formulates policy for this area but does not necessarily have final authority for approving policy.

4527

FINANCIAL AID OFCR 3

1

4574

STDT SVC ADVISOR 2

1

4723

BLANK AST 2

1

4722

BLANK AST 3

1

POSITION SUMMARY

The Assistant Dean for Student Services is a leadership role reporting to the Dean,  responsible for guiding the overall vision, strategy, and management of student affairs and services within the School of Dentistry. The position is responsible for leading continuous process improvement efforts for Student Services, determining short and long term goals that align with the mission and vision of the School.  Position will establish collaborations across campus and within the Dentistry discipline.  The Assistant Dean will oversee compliance of Accreditation standards related to Student Services/programs and ensure that all standards are maintained.  As a primary advocate for students, the Assistant Dean will directly address student needs, provide counseling, support students through their educational experience. Responsibilities include but are not limited to recruitment, admissions, student records, advising and accreditation.  Position will have oversight over the Student Services Office and will manage personnel and operations.

Administration and Strategic Planning Oversight 

1. Responsible for overall leadership, vision and strategy for student affairs and student services. Serve as an ex-officio non-voting member of the Admissions Committee and will participate in student recruitment efforts, direct advising, and career counseling.  Oversee the student financial aid office and will participate in systemwide proposals related to student tuition and aid.

2. Manage the day-to-day operations of the Student Services Office to ensure that the services rendered meet School, campus, and accreditation requirements.

3. Lead all strategic planning for the Student Services Office to establish priorities and to strengthen the office.

4. Determine long and short term goals of the Student Services Office and ensure alignment with the School Strategic Plan and the UCLA mission.

5. Develop and implement policies, procedures and a wide variety of programs that enhance student life.

6. Recruit, hire, supervise, train and evaluate all Student Services staff.  Provide information and opportunities for professional development.

7. Continuously assess and improve Student Services to enhance operational effectiveness and student satisfaction.

8. Assess policies and procedures and identify systems that optimize workflow efficiencies.  Responsible for developing and implementing operational processes, while monitoring adherence to benchmarks.

9. Serve as a liaison between the School of Dentistry and other units/officials on campus; Director-Registrar's Office, Director-Cashier, Housing, Campus Student Services, etc.

10. Work collaboratively with the Senior Associate Dean and Associate Dean for Academic Programs   to provide recommendations to the Dean that impact academic policies and improve educational programs and student experiences.

11. Work collaboratively with the Associate Dean of Finance and Administration in managing program budgets, student scholarships and event expenses. 

12. Responsible for contributing to the submission of  UC Regental proposals (e.g. Professional Degree Supplemental Tuition and Self-Supporting Degree Programs).  Develop student surveys for proposal submissions and facilitate student discussions addressing tuition increases. 

13. Manage student data reports for the School of Dentistry and outside agencies. Ensure all student data is accurate in OASIS as it relates to information required for transcripts and diplomas.

14. Serve as  ex-officio member of Admissions, Student Performance, and Scholarship Committees.

15. Oversee the planning, execution, and assessment of student programs that foster engagement, retention, and academic success.

16. Evaluate student affairs initiatives and make recommendations for improvement based on student feedback, assessment data, and emerging best practices.

17. Advises clinical units and other training sites on student issues related to their programs.

18. Collaborate and advise the Associate Dean of Academic Affairs and the Senior Associate Dean on student issues as they pertain to academic programs and faculty development.

50%

Student Support and Counseling

1. Serve as the primary advocate for students, addressing their concerns with faculty and administration.

2. Lead student conduct meetings, work to resolve conflicts, enforce decisions, and ensure student receive timely support and guidance.

3. Monitor and respond to student reports of mistreatment, ensuring appropriate actions are taken.

4. Guide students on policies and procedures related to the Dentistry profession.

5. Counsel students on progression of program, future endeavors, residency selection, and private practice opportunities.

6. Conduct Leadership training workshops for students.

7. Compose business correspondence and reports related to students and the Office of Student Services.

8. Monitor trends and needs within the student body, and proactively develop programs to address challenges such as student wellness, leadership development, and career readiness.

9. Counsel students on profession of programs, future endeavors, residency selection, and private practice opportunities.

10. Oversee all student  events/ceremonies, including coordination of the events with the various campus entities.

11. Manage the administration of the Student Performance Committee (SPC). Responsible for ensuring grade reporting is consistent with the School of Dentistry's grading policies and timelines.

12. Develop and implement strategies to support students in their academic and personal growth, including mentorship programs and wellbeing initiatives.

30%

Letters of Recommendation and Postgraduate Applications

1. Write the Institution Evaluation for all students and alumni applying to PG Programs.

2. Oversee the development and implementation of  written procedures and instructions for students and/or alumni applying to Postgraduate Residency Programs

10%

Accreditation

1. Responsible for the Accreditation Self-Study Student Services standards, including composing responses to each of the standards and analyzing data that supports guidelines. 

2. Serve as a member of the steering committee for the CODA site visit preparation.

3. Act as chairperson of the subcommittee of Standard 4 of the CODA document and providing appropriate documentation relating to Student Services for the other Standards.

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

PhD

A doctorate degree and experience in university admissions, student affair policies and procedures. Preferred Doctorate degree in Dentistry. 

Preferred

Experience as a dental provider or clinician providing clinical services to patients.

Preferred

Expert knowledge of Dentistry school admissions policies.  Experience serving on an admissions committee for a professional school.

Required

Experience in university admissions, student affair policies and procedures.

Required

Ability to interact diplomatically and responsively with Student Services Office constituents including faculty, staff, School administrators, applicants.

Required

Experience organizing student events, such as white coat ceremonies, commencement, etc.

Required

Demonstrated leadership experience in program planning and management.

Required

Experience facilitating student conduct complaints and managing resolution.

Required

Demonstrated computer skills to successfully utilize software (Word, Access, Excel) to generate correspondence, reports, generate/update application forms, to create and manage databases and update website using content management system.

Required

Experience writing student recommendation letters and preparing evaluations.

Required

Skill in developing and implementing successful strategies to provide exceptional student and faculty services.

Required

Experience in employing fundamental counseling techniques to resolve problems and provide appropriate guidance in career counseling, student mentorship and academic advising.

Required

Demonstrated experience supervising or managing a student affairs office or similar service unit, including making effective hiring decisions, training, motivating, and evaluating staff.

Required

Experience with preparing accreditation for a professional school.

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.

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

COVID and Flu Vaccinations: The position is subject to providing evidence of inoculation.

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:

School of Denstistry

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.