Manage all aspects of graduate and undergraduate student affairs for the department. Advise undergraduate and graduate students on policies, procedures, and degree requirements; assess, communicate and record academic progress; compile pertinent data to make recommendations to the chair and faculty about curriculum and student progress. Update departmental databases as needed to track student progress, inform faculty committees, and produce requested ad hoc reports. Schedule classes and make room assignments for all quarters, including summer sessions. Submit requests for changes, updates, and revisions to departmental course offerings. Manage the graduate admissions process, including design and preparation of relevant materials, recruitment, application processing, and fellowship allocations. Respond to applicant inquiries. Evaluate foreign transcripts and credentials for compliance with UCLA and department standards. Create, maintain and update admissions databases as required to manage the admissions process. Schedule meetings, attend, and provide assistance to the Faculty Admissions and Graduate Advisors Committees. Coordinate TA assignments, and process graduate student hiring and payroll. Counsel students on visa requirements and alien regulations. Plan and organize the annual graduate student orientation in Fall, department award event in Winter, and the departmental commencement in Spring. Coordinate outreach and development efforts with undergraduates, graduates and alumni.
Percentage of Time:
100
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Shift Start:
8:00 am
Shift End:
5:00 pm
Qualifications for Position
18
Records
Qualifications
Required/Preferred
1. Ability to advise undergraduate and graduate students on complex academic regulations and policies; assist students in the resolution of problems or establishment of academic goals.
Required
2. Skill in effectively communicating a wide range of information to a varied clientele in person and on telephone. Ability to speak clearly using appropriate vocabulary and grammar to convey information to faculty, students and staff on a one-on-one basis as well as in a group setting.
Required
3. Knowledge of UCLA logistical services which support instruction.
Preferred
4. Demonstrated ability to type and use word processing software accurately to produce reports, forms, and other materials.
Required
5. Demonstrated skill in designing and maintaining administrative processes.
Required
6. Skill in writing logical, concise and grammatically correct correspondence for transmittal to students, department, other campus personnel and for outreach and development purposes. Skill in generating Powerpoint presentations, posters and brochures in an attractive visual style.
Required
7. Demonstrated skill in using Microsoft tools (primarily Word and Excel) to create extensive databases and spreadsheets. Skill in producing effective reports from databases and spreadsheets.
Required
8. Knowledge of confidentiality policies and ability to handle sensitive matters appropriately with tact and sensitivity.
Required
9. Skill in coordinating student affairs on a daily basis with frequent interruptions and shifting priorities.
Required
10. Skill in setting priorities which reflect the importance of job responsibilities. Ability to perform effectively under fluctuating workload conditions and conflicting deadlines and time constraints.
Required
11. Skill in analyzing information, problem situations, practices and procedures to make recommendations for improvements and/or adjustments to the undergraduate and graduate student programs.
Required
12. Knowledge of UCLA employee database (OASIS) and other personnel processing for effective staff hiring.
Preferred
13. Working knowledge of University rules and regulations, Undergraduate and Graduate admissions, Registrar's Office, Graduate Division, Dashew Center, College of Letters and Science and departmental procedures as they relate to student affairs.
Preferred
14. Demonstrated skill in using UCLA Student Record System applications.
Required
15. Skill in working independently, multi-tasking and following through on assignments with minimal direction.
Required
16. Skill in working as part of a team; collaborating with XEP, faculty, development and colleagues.
Required
17. Skill in interacting with persons of various social, cultural, economic and educational backgrounds.
Required
18. Ability to establish and maintain cooperative working relationships with students, faculty, administration and representatives of external agencies and the public.
Required
Additional Posting Information
Bargaining Unit:
99-Policy Covered
Application Deadline:
06-30-2023
External Posting Date:
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