Verifications and Subpoenas Specialist (4722C) Office of the Registrar, #89380

Verifications And Subpoenas Specialist

The Verifications and Subpoenas Specialist oversees the daily operations of the degree and enrollment verifications portfolio within the Student Services unit. This position trains staff in OR and Cal Student Central (CSC) in verification processing essentials to ensure compliance with Federal and State regulations and University policies. This role serves as the primary resource for the entire campus community and general public regarding verification services and subpoenas, and advises them how to navigate relevant rules, regulations, policies, and procedures to best meet their verification needs. This role analyzes and researches verification requests, identifies and resolves problems, verifies and certifies approximately 20,000 requests per year. Additionally, this position manages degree and enrollment reporting requirements for the National Student Clearinghouse and coordinates the University's response to subpoenas for academic records. The Verifications and Subpoenas Specialist facilitates the notarization of official documents and handles highly sensitive correspondence with courts of law, government agencies, other educational institutions, and a variety of public and private organizations, institutions and foundations.

Responsibilities:

• Administration and Advising - 25% Responsible for overseeing day-to-day operations of the Verifications Portfolio. Makes independent decisions based on judgement, policy, interpretation and analysis. Serves as the expert resource in this functional area for other department staff members. Serves as the primary resource for the general public, students, alumni, schools, colleges, academic and administrative offices, and government agencies. Explicates (in writing and orally) the associated rules, regulations, policies and procedures.
• Student and Alumni Status Verification - 25% Analyzes requests for verification of student and alumni status, attendance and degrees. In accordance with University rules, regulations and procedures, independently determines whether requests can be processed as is, must be held for more information, or requires collaboration with other offices such as Financial Aid (FASO), Admissions, Student Conduct, Schools, Colleges, Graduate Division, etc. As necessary, contacts requesting parties regarding incomplete submissions and steps required for correction. Verifies and certifies approximately 20,000 requests per year from students, alumni, educational institutions, and federals and state agencies. Ensures compliance with federal and state statutes and regulations, and in accordance with OR and University policies and procedures.
• National Student Clearinghouse Reporting - 15% Responsible for enrollment and degree reporting to the National Student Clearinghouse (NSC) in compliance with OR, FASO, campus, University, federal and state requirements. Researches and resolves errors identified by NSC for each enrollment file. Maintains detailed records of errors returned and how they were resolved. Identifies error patterns and collaborates with colleagues in Student Information Systems (SIS), OR, FASO, schools, colleges and Graduate Division to develop and implement systemic solutions. Utilizes the full range of available resourcese.g., Student Information System, Perceptive Content, other online systems, hard copy and digitized student records, microfiche, etc. Researches and responds to cases referred by NSC within timeframes and according to policies and procedures established by OR.
• Subpoenas of Academic Records - 15% Independently evaluates all subpoenas for academic records served on the University. Determines: 1) if the subpoena is valid; 2) if the issuing authority has legal jurisdiction over the University; and 3) if the materials subpoenaed are academic records. Coordinates the University's response to valid subpoenas. Works with deans, directors, schools, colleges, academic departments, and administrative offices to produce subpoenaed records within the timeframes prescribed by law and in accordance with University and OR policies and procedures. Interacts with the Office of Legal Affairs and University Counsel regarding high profile cases and complex subpoenas. Maintains complete documentation of all subpoenas using Perceptive Content.
• Notarization of Registrar Documents - 5% Serves as the primary California Notary Public for the office of the Registrar. Facilitates notarization of diplomas, transcripts, official verification instruments and letters.
• Government Agents - 5% Assists law enforcement officials and government agents from the Department of Defense, FBI, and military branches in securing academic records information while adhering to all federal and State privacy laws, University and Office of the Registrar policies and procedures.
• Support Student Services Functions - 5% Provides back-up to other Student Services staff as needed. Assists students, parents, alumni, faculty, staff and the general public in person, on the telephone, and via email regarding processes, deadlines and procedures in other functional areas including Readmission; Residency; Transcripts; Records; Registration and Enrollment; Tuition & Fees; Visitor & Exchange Programs; and Veteran Services.
• Projects Assigned - 5% Provide analytical support to the Assistant Registrar, Student Services Unit and senior management. Includes conducting independent research and analysis; making recommendations for changes to procedures, practices and policies; and assisting in the preparation of internal reports, procedures and policy analysis.

Required Qualifications:

• Analytical and critical thinking skills required. Experience with and ability to understand detailed laws, statutes, rules, regulations, policies and procedures and to apply them to factual situations. Ability to maintain confidentiality and security of student records in strict accordance with confidentiality rules established by FERPA, the State of California, and the University and/or the ability to learn. Experience with and ability to maintain and use reference materials including written procedures. Strong attention to detail and ability to sift though, identify and distinguish small discrepancies in large data sets and complex records. Experienced using a variety of computer systems and applications. In addition to the mainframe, command-driven system, incumbent must also be able to easily learn and use any generic business applications including documents, spreadsheets, presentations, wikis, project management, CRM, CMS and collaboration software. Excellent organizational skills required. Ability to formulate, communicate and implement a plan of action to accomplish assigned tasks. Excellent written and verbal communication skills to interact effectively with students, faculty, staff, parents and the general public from diverse and ethnic backgrounds. Experience working with client groups on varied requests who may be frustrated, angry or confused and to respond with sensitivity and tact. Ability to interact diplomatically with people from diverse cultural, socio-economic, educational and ethnic backgrounds. Ability to be self-directed and work independently. Exercises good judgment in when to seek clarification and direction vs. when to resolve issues independently. Ability to work collaboratively on group projects and to cooperate with staff from other Registrar units and departments across campus.

Preferred Qualifications:

• Demonstrated current knowledge of University rules, regulations, policies, and procedures relating to verifications, subpoenas, academic records and other services provided by the Office of the Registrar and/or the ability to learn. Knowledge of Academic Senate Regulations and/or the ability to learn. Demonstrated knowledge of University Student Information Systems and/or the ability to learn.

Education / Training:

• Bachelor's degree and/or equivalent experience/training (Preferred)

Licenses / Certifications:

• Incumbent may be required to secure a California Notary Public commission after successful completion of the probationary period.

Salary & Benefits:

• For information on the comprehensive benefits package offered by the University, please visit the University of California's Compensation & Benefits website.

How to Apply:

• To apply, please submit your resume and cover letter.