Student Services Advisor 3

UCLA; Los Angeles (CA); On-site; USD 60,000 - 70,000; Full time

Job summary

UCLA's Materials Science and Engineering Department seeks a Student Services Advisor III to manage the graduate program for master's and doctoral students, including funding, admissions, and policy administration. You will support recruitment, advising, exams, and degree progress, while coordinating with departments, and maintaining accurate records.

You will design reports, monitor visas for F-1/J-1 students, coordinate orientation, and assist with accreditation and open house events, ensuring

Qualifications

• Extensive knowledge of university academic regulations, admissions, and graduate policies.
• Experience designing, coordinating, and implementing graduate programs in Materials Science and Engineering.
• Coordinate program activities, organize workflows, manage training materials and processes.
• Advanced skills in academic advising and counseling for a diverse graduate student population.
• Exceptional communication, including public speaking and technical writing.
• Strong analytical and problem-solving capabilities with data evaluation.
• High-level organizational skills for multiple complex projects.
• Proficiency in MS Office, databases, spreadsheets, and web content management.
• Experience with campus systems OASIS, UCPATH, GoGrad, BFA.
• Ability to represent the department publicly to students, faculty, and stakeholders.

Responsibilities

• Oversee graduate admissions process and applicant pool.
• Coordinate graduate exams from scheduling to room reservations.
• Counsel graduate students on coursework planning, qualifying and comprehensive exams.
• Assist in managing the graduate budget and funding projections.
• Maintain databases to track student progress and outcomes.
• Prepare reports for internal planning and external reviews.
• Coordinate orientation and open houses; support ABET accreditation documentation.
• Support undergraduate activities as needed.

Skills

Academic advising

Policy interpretation

Communication

Data analysis

Project management

Organizational skills

MS Office

Google Workspace

Tools

SLATE Graduate Admissions System

OASIS

GoGrad

UCLA AIS

HSSEAS 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 master and doctoral students, including the fiscal management of graduate funds for student support. In collaboration with the Graduate Vice Chair, manage graduate operations, recruitment, and advising, and develop, implement, and monitor policies related to graduate student affairs, advising the Vice Chair, MSO, and faculty on policy and procedural matters. Administer the graduate admissions process, including oversight of a large applicant pool, 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. Assist in managing the graduate budget; design and maintain spreadsheets and databases to project fellowship funding, balance TA FTE, and plan annual graduate student funding. Monitor and ensure visa compliance for F-1 and J-1 students. Coordinate graduate written and oral exams from scheduling to room reservations for the exam. Counsel graduate students on coursework planning, qualifying and comprehensive exams, academic progress, and assistantship support. Oversee Teaching Assistant and Reader assignments in accordance with departmental and university policies. 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. Provide comprehensive reports and data analysis for departmental, university, and external reviews, and develop and maintain databases to track student academic progress, funding, and outcomes. Coordinate the annual new graduate student recruitment visit and orientation and conduct new graduate student orientation, and assist with Samueli School of Engineering Graduate Open House and Commencement. Coordinate departmental award or recognition events and support professional society events or undergraduate outreach programs as appropriate. Maintain the department website as it pertains to Student Services and review and edit content for the UCLA Catalog and departmental website related to graduate programs, and ensure the integrity of online computer systems related to all graduate student activities. Respond to inquiries regarding academic programs, courses, and graduate policies. 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. Provide analysis and documentation for internal planning and external accreditation or review processes. In charge of Visiting students and Visiting Scholar procedure 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

• Extensive knowledge of university academic regulations, admissions, and graduate program policies, including working knowledge of university policies and procedures pertaining to graduate student affairs. (Required)
• Proven expertise in designing, coordinating, and implementing graduate programs and initiatives, with detailed knowledge of graduate degree programs in Materials Science and Engineering. (Required)
• Demonstrated ability to coordinate program activities, organize workflows, manage training materials and processes, work independently, use initiative, and ensure consistent follow-through on assignments. (Required)
• Advanced skills in academic advising and counseling for a diverse graduate student population, with the ability to manage sensitive and confidential matters with discretion, including counseling students on denial of admission, exam failures, probation, or termination with sensitivity. (Required)
• Exceptional communication abilities, including persuasive public speaking, technical writing, and the delivery of clear program information to students and faculty, and the ability to prepare concise, logically organized, grammatically correct reports, correspondence, policies, and procedures. (Required)
• Strong analytical and problem-solving capabilities, with experience evaluating data, assessing program effectiveness, and implementing process improvements, including the ability to interpret and apply policies and procedures effectively. (Required)
• High-level organizational skills with the ability to manage multiple complex projects, prioritize deadlines, and respond effectively to emerging needs, set and meet deadlines, establish goals, and prioritize tasks to achieve departmental and graduate program objectives. (Required)
• Technical proficiency in Microsoft Office Suite, 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), UCLA AIS, HSSEAS student databases, and the SLATE Graduate Admissions System. (Required)
• Skill in writing grammatically correct correspondence such as transmittal memoranda and internal operating procedures, as well as preparing reports, policies, and procedural documentation. (Required)
• 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)
• Experience in campus systems OASIS, UCPATH, GoGrad, BFA and maintaining accurate, up-to-date paper and electronic student records. (Preferred)
• Demonstrated ability to represent the department publicly regarding the graduate program, including outreach to prospective students, faculty, and other stakeholders. (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 to 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%203%20SV%20(40863053)