Student Services Advisor

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.

* 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.

• 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…