Associate Registrar, Records and Registration

Associate Registrar, Records and Registration Job no: 559859 Work type: Management (MPP) Location: Pomona Categories: MPP, Administrative, Full Time Type of Appointment: Full-Time, At Will Job Classification: Administrator II Anticipated Hiring Range: $60,636 - $89,460 annually Work Hours: Monday - Friday, 8am - 5pm, unless otherwise notified Recruitment Closing Date: July 24, 2026

DUTIES AND RESPONSIBILITIES

Operational Oversight and Student Services Coordination: Provide leadership and oversight for daily academic records operations, including student records management, registration support, records processing, transcript and enrollment verification services, and related student-facing services. Establish and maintain procedures, workflows, service expectations, and communication practices that support timely, accurate, and student-centered service to students, faculty, staff, and campus partners. Serve as a resource and advisor on academic records, registration, and enrollment policies and procedures; resolve complex or escalated issues within delegated authority and refer matters requiring higher-level approval to the University Registrar. Coordinate registration services for orientation, advising programs, enrollment campaigns, and other campus initiatives, including presentations on enrollment tools and processes, resolution of registration barriers, and updates to student records to support timely enrollment. Maintain and update forms, website content, communications, training materials, and procedural documentation related to academic records and registration services. Perform related duties as assigned that are consistent with the purpose and scope of the position. Staff Management and Unit Leadership Manage assigned staff and student assistants within Student Records and Registration, including recruitment, hiring recommendations, onboarding, training, work assignments, coaching, performance evaluation input, and professional development. Set unit priorities, define roles and responsibilities, establish performance expectations, monitor work quality and service levels, and provide feedback to support accountability and continuous improvement. Apply university HR policies, collective bargaining agreement provisions, and employment procedures in consultation with HR and leadership; make recommendations regarding appointments, promotions, performance-based salary increases, leaves of absence, corrective action, and other employment-related matters as appropriate. Address performance and service-delivery concerns in collaboration with HR and the University Registrar and implement approved corrective or performance-management actions. Evaluate workflow, staffing structure, and service needs and recommend adjustments to support departmental, divisional, and institutional priorities. Technology Enhancements and Student Systems Oversight Lead assigned student records system initiatives and process-improvement projects in collaboration with the University Registrar, EMS Student Systems Operations, IT, and other stakeholders. Identify operational needs, document business processes, recommend system or workflow improvements, and implement approved technology solutions that support records accuracy, registration services, reporting, and student support. Coordinate testing, validation, communication, and implementation activities for system enhancements, upgrades, and workflow automation related to the Student Records module and related applications. Ensure technology and automation efforts support FERPA, record retention, data security, accessibility, and applicable CSU, university, state, and federal requirements. Compliance and Student Records Integrity Oversight: Provide leadership in maintaining the accuracy, integrity, security, and confidentiality of student academic records in compliance with federal, state, CSU, and university requirements. Serve as a subject matter resource for FERPA, records privacy, records retention, grading, registration, and related student-records matters. Coordinate FERPA and records-compliance training for Registrar's Office staff and related campus partners. Coordinate the processing of subpoenas and legal requests involving student academic records and, when designated, represent the Registrar's Office in related proceedings or communications. Generate audits and reports to support data accuracy, compliance, decision-making, and audit preparation. Oversee timely and accurate NSC reporting, including enrollment and degree verification reporting, and provide data samples and supporting documentation for audits. Committee Participation and External Partner Coordination Represent the department or division on assigned university committees, task forces, and working groups related to academic records, registration, enrollment services, student systems, and student support. Maintain professional knowledge of registrar, records, registration, compliance, and student systems practices through professional organizations, publications, meetings, workshops, and conferences. Coordinate with third-party vendors and external partners, including NSC, NSLDS, Amazon Career Choice, BMI, and related service providers, to support reporting, issue resolution, system maintenance, and approved service enhancements. Provide data and operational information to external partners as authorized and consistent with FERPA, data security, and institutional requirements.

QUALIFICATIONS

Bachelor's Degree - in Business Administration, Educational Administration, Social Sciences or related field. A minimum of three (3) years of progressively responsible leadership and supervisory experience, or, in lieu of a Bachelor's degree, a minimum of seven (7) years of progressively responsible leadership and supervisory experience with demonstrated success managing staff, developing operational processes, and leading complex initiatives. Knowledge of academic records, registration, enrollment services, grading, transcript, enrollment verification, and student records practices in a higher education environment. Working knowledge of FERPA, student records privacy, records retention, data integrity, and related CSU, university, state, and federal requirements. Ability to manage staff and student assistants, establish priorities, assign and monitor work, provide coaching and feedback, support performance management, and foster a service-oriented work environment. Ability to interpret and apply academic policies and procedures, exercise sound judgment, resolve complex or escalated issues, and make recommendations within delegated authority. Ability to collect, analyze, validate, and summarize data; identify trends or compliance concerns; and develop practical recommendations to improve operations and service delivery. Ability to use student information systems, document imaging systems, productivity software, reporting tools, and approved workflow or automation tools to support records and registration operations. Ability to communicate effectively with students, faculty, staff, administrators, external partners, and vendors, including the ability to explain policies and procedures clearly and professionally. Ability to support inclusive access and engagement for all students and employees in compliance with state and federal nondiscrimination laws.

PREFERRED QUALIFICATIONS

Experience in a Registrar's Office, enrollment services, student records, academic records, or comparable higher education administrative unit. Demonstrated experience using student information systems, document imaging systems, enterprise applications, reporting tools, or workflow automation tools to improve service delivery and operational efficiency. Knowledge of CSU academic policies, university infrastructure, FERPA, student records privacy, and applicable state and federal compliance requirements. Strong written, verbal, analytical, organizational, and interpersonal communication skills, with attention to detail and sound judgment. Equal Employment Opportunity Consistent with California law and federal civil rights laws, Cal Poly Pomona provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Pomona complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209, and other applicable state and federal anti‑discrimination laws. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices. As a federal contractor, Cal Poly Pomona complies with the Vietnam Era Veterans’ Readjustment Assistance Act (VEVRAA) and requests priority referral of protected veterans for our job openings. #J-18808-Ljbffr California State Polytechnic University-Pomona