Associate Registrar

Job Summary:

Under the leadership of the Registrar, the Office of the Registrar registers students, collects student fees, updates and maintains student academic records, issues transcripts, updates and maintains the General Catalog, sets the academic calendar, posts degrees and issues diplomas, reports institutional data to campus and Office of the President constituents, determines California residence for tuition purposes, provides online information services to students, faculty, and staff, and oversees collection of data for student admissions. The registrar is a member of the Academic Senate and serves ex officio on two senate committees.

Two associate registrars assist the registrar in developing new initiatives, improving services, and managing the office. One associate registrar oversees records and grades, transcript services, and degree verification services and manages the General Catalog. The second associate registrar, described herein, oversees registration, enrollment, financial transactions, and management of fiscal data.

%

of time

Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)

10%

Yes Establish internal financial controls, including check handling, posting of payments, and bank and payment processor reconciliations, and ensure that staff adheres to these controls. Review financial journals prepared by staff for revenue received by the registrar's office.

15%

Yes Determine California residence for tuition purposes for students in state-supported programs. Request and review documentation, analyze and apply UC residence policies, determine residence, and explain residence decisions to students. Train students and staff on residence requirements.

10%

Yes Develop procedures and protocols, and provide quality assurance reviews, to ensure compliance with federal, state, University, and external agency regulations and policies. Ensure protocols are followed to meet student record privacy requirements. Handle a wide variety of escalated issues and concerns from students, parents, and internal and external clients. Propose changes to policies, procedures, and workflow.

40%

Yes Manage the quarterly registration process, including establishing and publishing student deadlines, creating and maintaining fee Web pages and spreadsheets, verifying the accuracy of assessed fees, billing students and collecting unpaid fees, processing petitions relating to fees and registration, establishing the Clearinghouse enrollment reporting schedule and reviewing and resolving error reports, and coordinating the opening of each term with SIS staff. Prepare the student census each quarter, and reconcile the total student number versus the total income with the Controller's Office prior to reporting to the Budget Office. Resolve discrepancies in the census prior to reporting to UCOP. Review and resolve error reports in quarterly enrollment files submitted to UCOP.

15%

Yes Manage Office of the Registrar customer services, including the front counter at Parnassus, telephones, and e-mail. Supervise, manage, and train two Registrar Specialist 3 staff, including providing guidance and direction on the most complex and sensitive issues and circumstances. Monitor employee performance and provide direction and assistance. Coach and mentor staff and serve as a resource on complex issues and escalated customer service problems. Answer complex questions from students, faculty, and staff. Continually seek ways to improve customer service.

5%

Yes Update content on the Office of the Registrar Web site. Develop the academic calendar.

5%

Yes Oversee and organize operations of the functional area.

100%

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Required Qualifications:

• Bachelor's degree in a related area
• Minimum 5 years of related experience
• Advanced working knowledge of policies, regulations, and practices with registration management, student records management and retention.
• Advanced knowledge of University policies, processes, and procedures, including those related to supervising employees, and of Federal and California laws pertaining to the privacy rights of students and access to student information.
• Ability to interpret complex policies and develop procedures to ensure compliance in a diverse learning community.
• Advanced skills in problem identification, critical thinking, and problem solving skills; judgment and decision-making ability. Ability to assess business processes, identify operational gaps, and implement improvements.
• Strong interpersonal skills to establish and maintain cooperative relationships with campus departments, UC campuses, and external agencies.
• Organizational skills and ability to prioritize work and meet deadlines. Project management skills.
• Advanced written and verbal communication skills. Active listening skills. Customer service orientation. Interpersonal skills.
• Proficiency with standard office software, Internet, and e-mail applications.
• Experience creating and updating Web pages using Drupal or equivalent content management system.

Preferred Qualifications:

• Master's degree
• Training in public management; understanding the concept of accounting
• Advanced specialized knowledge of Registrar core functions.
• Advanced knowledge of advising and counseling techniques to deal with challenging issues from constituents.
• Strong knowledge of common University-specific computer application programs.

Required Qualifications:

• Bachelor's degree in a related area
• Minimum 5 years of related experience
• Advanced working knowledge of policies, regulations, and practices with registration management, student records management and retention.
• Advanced knowledge of University policies, processes, and procedures, including those related to supervising employees, and of Federal and California laws pertaining to the privacy rights of students and access to student information.
• Ability to interpret complex policies and develop procedures to ensure compliance in a diverse learning community.
• Advanced skills in problem identification, critical thinking, and problem solving skills; judgment and decision-making ability. Ability to assess business processes, identify operational gaps, and implement improvements.
• Strong interpersonal skills to establish and maintain cooperative relationships with campus departments, UC campuses, and external agencies.
• Organizational skills and ability to prioritize work and meet deadlines. Project management skills.
• Advanced written and verbal communication skills. Active listening skills. Customer service orientation. Interpersonal skills.
• Proficiency with standard office software, Internet, and e-mail applications.
• Experience creating and updating Web pages using Drupal or equivalent content management system.

Preferred Qualifications:

• Master's degree
• Training in public management; understanding the concept of accounting
• Advanced specialized knowledge of Registrar core functions.
• Advanced knowledge of advising and counseling techniques to deal with challenging issues from constituents.
• Strong knowledge of common University-specific computer application programs.