Graduate Student Affairs Officer

University of California - Los Angeles (UCLA); Los Angeles (CA); Hybrid; USD 70,000 - 90,000; Full time

Job summary

University of California, Los Angeles (UCLA) Bioengineering seeks a Graduate Student Affairs Officer to manage the full student lifecycle for 200+ graduate students, including admissions, recruitment, orientation, advising, degree progress, and graduation.

The role administers roughly $1.1 million in financial support and coordinates fellowships, with a focus on policy compliance and collaborative program planning within a hybrid UCLA environment.

Qualifications

• Five or more years in undergraduate and/or graduate student affairs including academic advising, admissions and recruitment, and fiscal management of resources.
• Strong knowledge of university policies for graduate student affairs and fellowships.
• Counseling skills for sensitive issues with confidentiality.
• Clear written and verbal communication; ability to write concise letters, reports, and evaluations.
• Excellent customer service and interpersonal skills across diverse groups.
• Strong organizational skills to manage deadlines and fluctuating workload.
• Project coordination experience and goal-driven communication.
• Proficiency with MS Office, DocuSign, PDFs; data management and analysis.
• Familiarity with graduate student systems: OASIS, SIS, SAWeb, GoGrad, GoFAT, Jasmine, MyBruin Portal.
• Willingness to learn new administrative tools and policies.
• Mathematical skills for percentages, ratios, and funding reconciliation.
• Ability to work evenings and weekends for events.

Responsibilities

• Oversee admissions, recruitment, orientation, academic advising, degree progress, and graduation for 200+ graduate students.
• Administer approximately $1.1 million in graduate student financial support and coordinate fellowships.
• Advise domestic and international students and ensure policy compliance across programs.
• Collaborate with faculty and campus partners on graduate program planning and process improvements.
• Support the development of student services programs and improve overall student experience.

Skills

Communication

Organizational skills

Counseling skills

Admissions & recruitment

Problem solving

Team collaboration

Data analysis

Policy knowledge

Confidentiality handling

Time management

Public speaking

Education

Bachelor's Degree or equivalent combination of education and/or experience/training

Tools

Microsoft Office Suite

DocuSign

Adobe PDF

Database management

Spreadsheets

Presentation tools

Web content management

Google Workspace

OASIS

SIS

Job description

Department Summary

The Bioengineering department is one of the academic departments in the UCLA Samueli School of Engineering. Our research focuses on five dynamic areas: molecular, cellular, and tissue engineering; biomedical devices and bioinstrumentation; biomedical imaging; biomedical data sciences; and neural engineering. The department comprises 18 core faculty, 28 joint faculty, and a network of 41 affiliated faculty. The department supports over 500 undergraduate and graduate students, providing rigorous academic programs that prepare them for impactful careers in engineering and research.

Position Summary

The Department of Bioengineering is seeking a highly motivated and collaborative Graduate Student Affairs Officer to manage and support its M.S. and Ph.D. graduate programs. This position plays a vital role in fostering graduate student success by overseeing the full student lifecycle for more than 200 graduate students, including admissions, recruitment, orientation, academic advising, degree progress, and graduation. The Graduate Student Affairs Officer is responsible for administering approximately $1.1 million in graduate student financial support, coordinating fellowships and academic appointments, advising domestic and international students, and ensuring compliance with university policies and procedures. Working closely with faculty, departmental leadership, and campus partners, the incumbent contributes to graduate program planning, policy development, process improvements, and initiatives that enhance the overall student experience.

The ideal candidate will demonstrate strong organizational, communication, analytical, and problem-solving skills, along with a commitment to providing exceptional student services in a collaborative academic environment.

This position is eligible for a hybrid work arrangement under an approved UCLA FlexWork Agreement. Hybrid arrangements are authorized for a defined period and are subject to periodic review and renewal based on departmental operational needs, job responsibilities, and applicable UCLA policies.

Join UCLA Bioengineering and contribute to the academic and professional success of the next generation of engineers, researchers, and innovators!

Salary & Compensation

*UCLA provides a full pay range. Actual salary offers consider factors, including budget, prior experience, skills, knowledge, abilities, education, licensure and certifications, and other business considerations. Salary offers at the top of the range are not common. Visit UC Benefit package to discover benefits that start on day one, and UC Total Compensation Estimator to calculate the total compensation value with benefits.

Qualifications

• At least 5 years in undergraduate and/or graduate student affairs that include academic advising, admissions and recruitment, and fiscal management of resources (Preferred)
• 1. Demonstrated understanding of the organizational and operating structures of a University and its administrative units, academic departments and research labs. (Required)
• 2. Working knowledge of University policies and procedures especially as they pertain to graduate student affairs, fellowships, academic apprentice personnel (TA, GSR, Readers), Division of Graduate Education, Student Accounting, Registrar's Office, Housing, Dashew Center, etc. (Preferred)
• 3. Demonstrated counseling skills to handle difficult issues such as denial of admission, exam failures, and probation or termination with sensitivity. Maintain strict confidentiality and handle sensitive information. (Required)
• 4. Excellent interpersonal skills, communication skills, and usage of language to clearly convey information verbally and in writing. Skill in writing concise, logical, grammatically correct correspondence, analytical reports, evaluations, offer letters, and other written communication. (Required)
• 5. Demonstrated excellent customer service and strong interpersonal skills to work effectively and build cooperative, effective relationships with faculty, staff, students, and senior management. Skill in interacting with persons of various socio-cultural, economic and educational backgrounds for the purposes of advising students. (Required)
• 6. Strong organizational skills to independently analyze, prioritize, and work with frequent interruptions to meet fixed deadlines and follow through on tasks to completion under conditions of fluctuating workload. (Required)
• 7. Project coordination experience communicating goals, objectives, deliverables, information, and deadlines to team members in a systematic and efficient manner. (Required)
• 8. Technical proficiency in Microsoft Office Suite, DocuSign, Adobe PDF, database management, spreadsheets, presentation tools, web content management, and quantitative calculations; adept in evaluating domestic and international transcripts, with demonstrated ability in Google Workspace (Docs, Sheets, Forms, Drive), and other systems to manage, access, analyze and format data. Skill in effectively managing paper and electronic filing systems. (Required)
• 9. Working knowledge of online business systems related to graduate student affairs: OASIS, SIS, SAWeb, GoGrad, GoFAT, Jasmine: Online Fee Remissions System, VGR online application system, MyBruin International Portal, Slate Admissions, BFA (Preferred)
• 10. Ability and willingness to learn and implement new administrative tools and technologies and policies and procedures. (Required)
• 11. Mathematical skills sufficient to work with percentages, ratios, and fractional calculations, including accounting ability to reconcile and balance funding and provide accurate financial reports. (Required)
• 12. Able to work evenings and/or weekends as needed for events. (Preferred)

Education, Licenses, Certifications & Personal Affiliations

• Bachelor's Degree or equivalent combination of education and/or experience/training (Required)

Special Conditions for 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".

Schedule

Monday to Friday 8:00 a.m. to 5:00 p.m.

Union/Policy Covered

SV-Stdt Svs & Adv Prof (SSAP)

Complete Position Description

https://universityofcalifornia.marketpayjobs.com/ShowJob.aspx?EntityID=38&JDName=Student%20Services%20Advisor%203%20SV%20(40095890)