Part Time Student Affairs Officer

Job Title: Student Affairs Officer I (part-time)
UCLA Title: Student Affairs Officer I (part-time)
Job Num.: H64470
Work Hours: Monday-Friday, 9am-1pm
Work Location: 695 Charles E Young Dr So #1506
Job Type: Career
Duration: Indefinite
Minimum Salary: $18.09 / $3147
Maximum Salary: $34.94 / $6079
Layoff Referral Deadline: 10/31/2012
Bargaining Unit: 99

Job Duties
A. ADMISSIONS AND RECRUITMENT Advise and counsel potential students on all aspects of the annual NeuroAdmissions recruitment process involving the Neuroscience Graduate Programs. Respond to a large volume of inquiries and questions from prospective applicants, faculty, and the general public. Make referrals to specific faculty members or offices; help arrange visits.Responsible for evaluation and assembly of materials for over 250 graduate applicant dossiers; follow-up on incomplete files. Redirect dossiers to other campus departments when requested. Generate and update domestic and foreign applicant spreadsheets for use by NeuroAdmissions Committee during recruitment period. Coordinate applicant interview and evaluation process. Schedule interviews with Neuroscience faculty for prospective students during recruitment period. Prepare interview schedules and distribute student information packets to faculty. Retrieve student evaluations from faculty after interviews and prepare information for review by NeuroAdmissions Committee. In conjunction with Program Coordinator organize all other events and activities involved with the annual recruitment weekends such as travel, lodging, transportation, meetings, etc.Input final Admissions Committee "nonadmit" decisions in central computer system. Follow-up by monitoring central office data sheet for accuracy. Respond to applicant inquires regarding these decisions. Compile data and assist in the preparation of statistical reports for the entire admissions process.
B. ADVISING AND INSTITUTIONAL RELATIONS Conduct preliminary advising of prospective and current graduate students.Serve as program representative at recruitment events; clearly and accurately explain admission and basic program requirements. Function as liaison for a diverse group of graduate students and faculty. Communicate with other academic entities on the campus to assure accurate and timely flow of information. Meet with various student affairs personnel on campus. Assist Program Chair and Coordinator with administrative and event support for donor group.Respond to needs of walk-in visitors, students, and faculty in a public office. Assure requests are met in a timely manner. Provide coverage and serve as back-up counselor for the Neuroscience Graduate and Undergraduate Offices in coordinators' absence.
C. INSTRUCTIONAL PLANNING AND ADMINISTRATION Manage logistics of annual Summer Research Program. Organize student placements in faculty laboratories and coordinate volunteer paperwork.
Coordinate distribution and collection of Neuroscience faculty and graduate course evaluations each quarter. Organize materials in conjunction with the Undergraduate Coordinator for submission to Office of Instructional Development. Circulate summaries to faculty and appropriate Program Chairs.Provide support to teaching faculty each quarter. Make arrangements for AV equipment and other classroom needs. Copy handouts and papers and conduct literature searches from internet sources and libraries as requested by faculty.In conjunction with Program Chair and Coordinator organize events and programs such as the annual retreat, orientation, graduation, donor site visit and other Neuroscience Program activities as needed.Provide additional staffing for IDP committee meetings and for student-run activities when necessary. Schedule meeting rooms and locations; order catering services. Prepare agenda and handouts, take minutes, and distribute as needed to relevant parties. Coordinate schedules and logistics for administration of written and oral qualifying examinations.Prepare financial award forms for graduate students. Update graduate student and faculty mentor advising lists. Maintain faculty participation, alumni and other program spreadsheetsAssist Program Chair, Graduate and Undergraduate Coordinators with periodic projects as needed. This is a 50% part-time career position.

Job Qualifications

• Ability to convey concise and accurate information about the Brain Research Institute and the Neuroscience Educational Programs in written and oral form.
• Knowledge of UCLA undergraduate and graduate educational policies and procedures preferred. 
• Working knowledge of UCLA Graduate Admissions policies and procedures preferred.
• Working knowledge of UCLA recruitment and admissions processing and dossier requirements preferred. 
• Demonstrated skill in interpreting transcripts from colleges and universities to accurately prepare materials for NeuroAdmissions Committee. 
• Working knowledge of graduate progress-to-degree requirements and NSIDP course and written/oral qualifying examination policies. 
• Working knowledge of NSIDP and UCLA financial aid processing preferred.
• Working knowledge of UCLA course and instructor evaluation system preferred.
• Working knowledge of computer systems and programs to maintain statistical data, student and program information, correspondence and other documents. Knowledge of MS Word, WordPerfect, and Excel. 
• Demonstrated ability to compose correspondence; excellent English-language, word-processing, and proofreading skills. 
• Ability to access and interpret information from the University Student Record System (AIS).
• Demonstrated experience and familiarity with AIS student record retrieval and access process. 
• Skill in setting priorities that accurately reflect the relative importance of job responsibilities.
• Ability to keep priorities in perspective while responding to frequent interruptions and requests from various areas. 
• Strong organizational skills as well as the ability to adjust to a fluctuating workload. 
• Demonstrated skills to work both independently and in a team-oriented environment. 
• Ability to handle sensitive and confidential information regarding student and faculty issues with tact and discretion. Familiarity with UCLA confidentiality policies and procedures. 
• Interpersonal skills to interact with persons of various social, educational, and cultural backgrounds. 
• Ability to assume responsibility for Neuroscience Student Affairs Offices in absence of coordinators.

In an effort to promote and maintain a healthy environment for our patients, visitors, and employees, UCLA Health System is a smoke-free site. Smoking is prohibited within the boundaries of all UCLA Health System owned, occupied, leased, and associated buildings and facilities.

To apply please visit: http://www.uclahealthcareers.org/all-jobs/Student-Affairs-Officer-I-parttime/H64470