What are the responsibilities and job description for the Student Services Advisor position at UCLA?
Lead undergraduate advisor for the Department of Physics and Astronomy. Under the direct supervision of the CAO and in close collaboration with the Undergraduate Faculty Advisor and Vice-Chair for Academic Affairs, manage all aspects of undergraduate operations in the Department. Advise the Chair, Academic Vice-Chair and faculty on student and academic affairs issues, policies and procedures pertaining to the undergraduate programs. Advise all undergraduate majors (550 spread over 4 majors) regarding major requirements, course planning and degree progress. Provide career and graduate program guidance. Monitor academic progress and counsel students experiencing academic difficulties. Refer students to campus resources such as other counseling units, the Registrar's Office, or the International Education Office. Assist students with college petitions and make decisions/recommendations on student petitions, assess course equivalencies and AP status. Develop and implement procedures for efficient operation of the Department's undergraduate advising. Collect, synthesize and analyze data, including enrollment trends, grades, and GPAs, to assist in long-range programmatic planning. Oversee the summer orientation of new incoming students; participate in College information sessions regarding new counseling procedures, orientation, and, in general, represent the Department at various College meetings and events. Organize the Department presence at Bruin Day and Transfer Day. Oversee and manage enrollment for about 16,000 students every year who enroll in the Department's class offerings. Open and close class sections as needed. Organize and manage the Department's annual commencement and related activities. Assist faculty with undergraduate student awards and process appropriate financial aid award forms for scholarships and stipends. Advise student clubs in the Department. Provide career and graduate program preparation guidance. Coordinate career information sessions and alumni events. Serve as liaison between the Department and students, and Department and other campus units. Work with the Registrar's Office on course articulations. Submit requests for changes, updates, and revisions to Departmental course offerings on CIMS. Serve as a member of the Academic Affairs Committee and the Diversity Committee. Oversee the scheduler/undergraduate assistant and serve as backup in scheduling. Manage and edit a copy of the UCLA Course Catalog and supervise postings on the Departmental website. Assist with special projects as needed.
Percentage of Time:
100%
Shift Start:
8:00 am
Shift End:
5:00 pm
Qualifications for Position
24
Records
Qualifications
Required/Preferred
1. Bachelor's degree and/or 3-4 years of work experience in student affairs at a University or college setting or an equivalent combination of education and experience.
Required
2. Master degree in education, student affairs, counseling or equivalent combination of education and experience.
Preferred
3. Working knowledge of University policies and procedures including but not limited to: Registrar's Office, College of Letters & Science. Department of Physics & Astronomy, Career Planning and Placement Center, Student Psychological Services, Office of Instructional Development, Dean of Students, etc.
Preferred
4. Extensive knowledge in undergraduate academic requirements.
Preferred
5. Working knowledge of federal, state and university financial aid programs and regulations.
Preferred
6. Demonstrated skill in communicating with sensitivity and confidentiality, to assist students in the resolution of problems or establishment of academic goals.
Required
7. Proven interpersonal skills to interact diplomatically with persons of various social, cultural, economic and educational backgrounds for the purposes of advising students and working with faculty and staff.
Required
8. Self-management and organization skills to prioritize workflow and competing tasks to meet deadlines and goals of the Department.
Required
9. Proven supervisory skills sufficient to manage professional and student staff, including staff selection, interview, training, employee review and progressive discipline issues. Working knowledge of personnel policies and procedures.
Required
10. Skill in analyzing, assembling, and presenting coherent information from a variety of sources to prepare reports and make recommendations to CAO, Department Chair and faculty.
Required
11. Excellent verbal communication skills to collect and clearly convey information or make recommendations to CAO, Department Chair and faculty.
Required
12. Excellent writing skills to compose memos, letters, instructions, reports, emails and program materials which are grammatically correct, clear and appropriate.
Required
13. Organization skills to create, review and revise webpages, forms, brochures, procedures and department policies of the undergraduate student's affairs office to support the department's teaching and research goals.
Required
14. Ability to establish and maintain cooperative working relationships with faculty, students, peers, subordinates, and administrators in the department and across campus.
Required
15. Ability to use or learn to use the University financial systems to review funding expenses and use information to create reports or spreadsheets.
Required
16. Demonstrated work experience in academic counseling in a higher education institution. Demonstrated skill in providing fundamental counseling techniques with sensitivity and confidentiality to advise students on course curriculum, procedures and other concerns.
Required
17. Experience in using programs, such as, SRS, AIS-SIS, OASISSRWE,DARS, Counselor Desktop and myucla account.
Required
18. Ability to communicate effectively and interact diplomatically with a variety of ethnic and economic backgrounds.
Required
19. Demonstrated ability to work independently and accurately with detail, and ability to follow assignments through to completion with minimal supervision.
Required
20. Ability to operate a PC. Skill in the use of Microsoft Office Suite (i.e. Excel, Access, PowerPoint, Outlook). Additionally, DocuSign and google forms.
Required
21. Ability to recognize problems and generate alternatives or offer solutions based on knowledge of procedures and existing guidelines.
Required
22. Ability to work with heavy student traffic and with frequent interruptions.
Required
23. Skill in dealing with students who may be in stressful emotional states.
Required
24. Ability to prioritize assignments and complete work in a timely manner when there are changes in the workload, changes in assignment, deadlines and heavy workload.
Required
Additional Posting Information
Bargaining Unit:
99-Policy Covered
Application Deadline:
02-22-2024
External Posting Date:
Percentage of Time:
100%
Shift Start:
8:00 am
Shift End:
5:00 pm
Qualifications for Position
24
Records
Qualifications
Required/Preferred
1. Bachelor's degree and/or 3-4 years of work experience in student affairs at a University or college setting or an equivalent combination of education and experience.
Required
2. Master degree in education, student affairs, counseling or equivalent combination of education and experience.
Preferred
3. Working knowledge of University policies and procedures including but not limited to: Registrar's Office, College of Letters & Science. Department of Physics & Astronomy, Career Planning and Placement Center, Student Psychological Services, Office of Instructional Development, Dean of Students, etc.
Preferred
4. Extensive knowledge in undergraduate academic requirements.
Preferred
5. Working knowledge of federal, state and university financial aid programs and regulations.
Preferred
6. Demonstrated skill in communicating with sensitivity and confidentiality, to assist students in the resolution of problems or establishment of academic goals.
Required
7. Proven interpersonal skills to interact diplomatically with persons of various social, cultural, economic and educational backgrounds for the purposes of advising students and working with faculty and staff.
Required
8. Self-management and organization skills to prioritize workflow and competing tasks to meet deadlines and goals of the Department.
Required
9. Proven supervisory skills sufficient to manage professional and student staff, including staff selection, interview, training, employee review and progressive discipline issues. Working knowledge of personnel policies and procedures.
Required
10. Skill in analyzing, assembling, and presenting coherent information from a variety of sources to prepare reports and make recommendations to CAO, Department Chair and faculty.
Required
11. Excellent verbal communication skills to collect and clearly convey information or make recommendations to CAO, Department Chair and faculty.
Required
12. Excellent writing skills to compose memos, letters, instructions, reports, emails and program materials which are grammatically correct, clear and appropriate.
Required
13. Organization skills to create, review and revise webpages, forms, brochures, procedures and department policies of the undergraduate student's affairs office to support the department's teaching and research goals.
Required
14. Ability to establish and maintain cooperative working relationships with faculty, students, peers, subordinates, and administrators in the department and across campus.
Required
15. Ability to use or learn to use the University financial systems to review funding expenses and use information to create reports or spreadsheets.
Required
16. Demonstrated work experience in academic counseling in a higher education institution. Demonstrated skill in providing fundamental counseling techniques with sensitivity and confidentiality to advise students on course curriculum, procedures and other concerns.
Required
17. Experience in using programs, such as, SRS, AIS-SIS, OASISSRWE,DARS, Counselor Desktop and myucla account.
Required
18. Ability to communicate effectively and interact diplomatically with a variety of ethnic and economic backgrounds.
Required
19. Demonstrated ability to work independently and accurately with detail, and ability to follow assignments through to completion with minimal supervision.
Required
20. Ability to operate a PC. Skill in the use of Microsoft Office Suite (i.e. Excel, Access, PowerPoint, Outlook). Additionally, DocuSign and google forms.
Required
21. Ability to recognize problems and generate alternatives or offer solutions based on knowledge of procedures and existing guidelines.
Required
22. Ability to work with heavy student traffic and with frequent interruptions.
Required
23. Skill in dealing with students who may be in stressful emotional states.
Required
24. Ability to prioritize assignments and complete work in a timely manner when there are changes in the workload, changes in assignment, deadlines and heavy workload.
Required
Additional Posting Information
Bargaining Unit:
99-Policy Covered
Application Deadline:
02-22-2024
External Posting Date:
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