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

About Berkeley At the University of California, Berkeley, we are dedicated to fostering a community where everyone feels welcome and can thrive. Our culture of openness, freedom, and belonging makes it a special place for students, faculty, and staff, who are among the most talented and accomplished anywhere, including Nobel laureates, Pulitzer Prize winners, and MacArthur Fellows. Since our founding in 1868, we have been an engine for innovation - driving intellectual, economic, and social progress that benefits California, the U.S., and beyond. Together, we change the world. About Berkeley At the University of California, Berkeley, we are dedicated to fostering a community where everyone feels welcome and can thrive. Our culture of openness, freedom, and belonging makes it a special place for students, faculty, and staff, who are among the most talented and accomplished anywhere, including Nobel laureates, Pulitzer Prize winners, and MacArthur Fellows. Since our founding in 1868, we have been an engine for innovation - driving intellectual, economic, and social progress that benefits California, the U.S., and beyond. Together, we change the world. At Berkeley, the best careers are built on a foundation of continuous learning and growth. We actively support professional development by providing all full-time staff employees with at least 80 hours of paid time per year and provide space for supportive colleague communities via numerous employee resource groups. We invite applicants who are inspired by our Principles of Community and who are eager to be part of our exciting Strategic Plan, which charts Berkeley's next era of excellence. Learn more about some of our accomplishments at Points of Pride. Departmental Overview The Office of the Registrar (OR) has primary responsibility for interpreting and implementing the academic policies of the Berkeley campus in the areas of student registration, course enrollments, classroom use, recording of grades, and the maintenance of student records. Increasingly, the Office of the Registrar plays a key role in policy development related to the efficiency of the campus' delivery of academic programs and deployment of academic resources and to the successful and timely progress of students. OR provides comprehensive services to students, prospective students, alumni, faculty, staff and the general public. The Student Services unit advises and counsels students, staff, faculty, alumni, and the general public regarding Office of the Registrar services related to academic records, enrollment, fees, registration, degree and enrollment verification, readmission, veteran services, Summer Sessions and special programs such as Education Abroad, cross registration, visitor and exchange programs, etc. The unit is also responsible for maintaining accurate constituent records and works with multiple complex campus and third‑party information systems. Position Summary 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. All OR units are charged with enforcing and implementing Federal and state laws regarding student and alumni information, as well as University, Academic Senate, and Berkeley Campus regulations and policies regarding the maintenance of student and alumni records, verification of student status, and issuance of official transcripts. All units are responsible for handling confidential information with consistently high levels of security, in compliance with FERPA, Federal and State laws, and University and OR regulations and policies. Application Review Date The First Review Date for this job is: 10/23/2026. For full consideration, please apply on or before the first review date. 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 resources—e.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 as 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 #J-18808-Ljbffr University of California, Berkeley