Student Services Advisor 2

UCLA; Los Angeles (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

UCLA is seeking a competent administrator to manage the Materials Science and Engineering Department (MS&E) Graduate Student Program for master's and doctoral students. The role includes fiscal management of graduate funds, admissions administration, and counseling on university and program requirements.

You will coordinate written and oral exams, schedule courses with the Registrar and Graduate Division, and act as the department liaison to students, faculty advisers, and related offices.

Qualifications

• Knowledge of university policies and procedures for graduate student affairs.
• Ability to interpret policies and procedures and communicate them clearly.
• Experience with coordinating graduate admissions, exams, and onboarding activities.

Responsibilities

• Manage MS&E Graduate Student Program for masters and PhD students, including fiscal management of graduate funds.
• Administer graduate admissions and interpret department policies.
• Coordinate graduate exams from scheduling to room reservations.
• Represent the department to students, faculty advisers, and registrar/academic offices.
• Coordinate recruitment visits, orientation, open houses, and ABET data collection.
• Maintain department website related to student services and ensure system integrity.

Skills

Graduate student affairs

Interpersonal skills

Written communication

Independent work

Project management

Deadline management

Microsoft Office

Public representation

Education

Bachelor's Degree in related area

Tools

SLATE Graduate Admissions System

Microsoft Office Suite

Web design basics (Google docs/sheets/forms)

University databases

Job description

Position Summary

Under the general direction of the Chair, Vice Chair, and MSO, manage the functions of the Materials Science and Engineering Department (MS&E) Graduate Student Program for master's and doctoral students, including the fiscal management of graduate funds for student support. Administer the graduate admissions process, interpret policies and procedures, and provide counseling in the areas of University and Department admission requirements and specific Materials Science and Engineering program requirements, registration and enrollment, degree procedures, and student financial support. Coordinate graduate written and oral exams from scheduling to room reservations for the exams. Act as the Materials Science and Engineering representative to students, faculty advisers, Graduate Division, Student Accounting, Registrar's Office, and Samueli School of Engineering Office of Academic & Student Affairs. Coordinate the annual new graduate student recruitment visit and orientation, assist with the Samueli School of Engineering Graduate Open House and Commencement, and support professional society events or undergraduate outreach programs as appropriate. Maintain the department website as it pertains to student services and ensure the integrity of online computer systems related to all graduate student activities. Work with Samueli School of Engineering Office of Academic and Student Affairs & Registrar's Office to schedule courses for the graduate programs and coordinate course evaluations. Assist with the administration of surveys, collection of student progress data, and generation of statistics for departmental or school-wide reporting. In charge of Visiting students and Visiting Scholar procedures and coordinate work with the ABET Chair in gathering data and preparing documentation quarterly for ABET Accreditation of the undergraduate program. Independently support undergraduate program activities as needed, including curriculum planning, orientation, commencement, and course scheduling assistance. Other duties assigned as needed.

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

• Working knowledge of university policies and procedures pertaining to graduate student affairs. Detailed knowledge of graduate degree program in Materials Science and Engineering. (Preferred)
• Detailed knowledge of UCLA AIS online database systems relating to student information. Detailed knowledge of specialized HSSEAS student online database systems. (Preferred)
• Ability to interpret policies and procedures and to use them effectively. Demonstrated effectiveness in interpersonal skills. (Preferred)
• Demonstrated ability to work independently, use initiative and follow-through. Demonstrated written communication skills to prepare concise, logically, grammatically correct reports, correspondence, policies, and procedures. (Required)
• Demonstrated ability to manage simultaneously a wide range of active projects and responsibilities, to perform a variety of duties, and to change from one task to another as necessary. (Required)
• Demonstrated ability to set and meet deadlines and to set goals and achieve results. Prioritize to attain department goals and objectives in relation to the graduate program. (Required)
• Demonstrated ability in Microsoft Office (Excel, Access, Word, PowerPoint and Publisher); and some knowledge of web design, Google box, sheet, form, and Drive. (Required)
• Demonstrated ability to represent the department publicly about the graduate program in Materials Science and Engineering to groups such as potential students, faculty, and others as required. (Required)
• Ability to calculate and interpret students' scores nationally and internationally. Accounting ability to reconcile and balance funding and provide accurate reports. (Preferred)
• Demonstrated counseling skills to handle difficult issues such as denial of admission, exam failures, and probation or termination with sensitivity. (Required)
• Organizational skills to maintain up-to-date paper documentation and computer documentation. Skill in writing grammatically correct correspondence such as transmittal memoranda and internal operating procedures, as well as preparing reports, policies, and procedural documentation. (Required)
• Working knowledge of SLATE Graduate Admissions System. (Required)

Education, Licenses, Certifications & Personal Affiliations

• Bachelor's Degree in related area and/or equivalent combination of education and 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.
• CANRA: The position is designated as a mandatory reporter under CANRA. The employee must sign the "Statement Acknowledging Requirement to Report Child Abuse".

Schedule

8:00am - 5:00pm, Monday thru Friday

Union/Policy Covered

SV-Stdt Svs & Adv Prof (SSAP)

Complete Position Description

https://universityofcalifornia.marketpayjobs.com/ShowJob.aspx?EntityID=38&JDName=Student%20Services%20Advisor%202%20SV%20(TBD_1000572)