ASSOCIATE REGISTRAR FOR OPERATIONS

RECORDS

CLASSIFICATION: Level 3 / Class Code 1750 / Full Time / Exempt / Benefited

HIRING SALARY RANGE: $60,820 - $85,137

THE ROLE

The Associate Registrar for Operations is responsible for ensuring the office provides the highest level of customer service to the campus community by performing the hands-on management and coordination of the day-to-day operations of all Records Office functions including, but not limited to, enrollment, exam administration, State Bar and Moral Character certifications; and degree audits and graduation clearances for approximately 1000 students in all certificate and degree programs. The Associate Registrar acts for the Registrar in her absence, and is responsible for the work functions of personnel in the Associate Registrar's reporting line.

The Associate Registrar for Operations must work collaboratively and use technology to evaluate service levels, develop and deliver new services, promote a self-service model, and incorporate best practices. With minimal supervision, they plan and oversee the implementation of various recurring projects within the Records Office. This role requires global and long range planning and attention to detail, knowledge of a Registrar's Office best practices, and the ability to adapt to changing regulations and technologies in a fast-paced department.  Assignments may be given in very broad terms and outcomes are measured against their effectiveness in supporting both the Records Office's internal needs and the external effect they have on the Record's Office numerous constituents.

RESPONSIBILITIES

Typical duties and responsibilities consist of, but are not limited to, the following:

• Oversees the daily operations of the Records Office ensuring compliance with the University, state, and federal laws, policies, and regulations.
• Responsible for the supervision of personnel within their reporting line including recruiting, hiring, training, work allocation, promotion, enforcement of internal procedures and controls, and problem resolution; evaluates performance and makes recommendations for personnel actions; motivates employees to achieve peak productivity and performance. Regularly communicates with staff members to assess what support is required to manage shifting workloads.
• Oversees exam administration (9,000 exams per year) and grading. Sets priorities for exam scheduling and administration; manages departmental budget for hiring proctors and exam administration. Reviews current and new exam technology and makes recommendations for changes and improvements.
• Designs and oversees standardized training for proctors.
• Serves as a liaison with exam software providers. Responsible for process design and systems improvement in managing the examination, grading and proctor training process.
• Develops and leads communication with faculty, students and staff about exams and grading.
• Oversees transcript and rank analysis to determine various awards: Order of the Coif, Thurston Society, CALI and Witkin awards.
• Participates in development, implementation and maintenance of policies, objectives, short-and long-range planning; develops and implements projects and programs to assist in accomplishment of established goals.
• Provides complex and confidential management and operational analysis. Compiles, develops and maintains the documentation of office processes and procedures for knowledge and retention.
• Responsible for communicating with other offices, students and faculty regarding key Records Office events and timeframes and services orally, in writing and online via the department's website whether directly or by delegation. Develops new content as needed, in consultation with the Registrar.
• Develops data sets for assessment or special project purposes; provides ongoing and ad hoc reports to the administration and various faculty and adjuncts;
• Advises Registrar, Assistant Dean of Students and the Academic Dean on trends and issues. Analyzes data and sits on committee meetings as needed. Makes recommendations and works to implement changes. Revises office procedures to keep current with changes in the industry and with Academic Regulations.
• Assists the Registrar in preparation of strategic plans and estimated annual budget expenses, especially in relation to exams, grading and other areas within supervision.
• Oversees and serves as backup for a variety of administrative work covering all of the key areas of the including but not limited to registration, exams, grading, bar certifications, report creation, data analysis, student requests, degree verifications and graduation processes.
• Perform related duties as assigned.

REQUIREMENTS

EDUCATION AND EXPERIENCE

• Master's degree (preferred) or Bachelor's degree (required)
• Experience creating, managing, and running examinations and working with electronic examination software, preferred. Knowledge of course creation,  roster management, and file transfer protocol within the exam software, preferred
• Demonstrated experience supervising proctors or staff
• Solid database management/data query experience, preferably with Ellucian Colleague and Entrinsik Informer or other reporting software
• Five to seven years of professional experience in higher education administrative roles; at least four years of progressively responsible experience in a records/registrar office required;

KNOWLEDGE, SKILLS & ABILITIES

• Working knowledge of federal regulations, national trends and best practices, FERPA Requirements, and AACRAO guidelines.
• Advanced Word processing and Excel skills, Google Docs and other document sharing platforms.
• Skill in project management and analyzing information, situations and procedures to define problems and formulate conclusions with appositive attitude.
• Ability to take initiative, manage complex projects with strict deadlines and to prioritize in response to shifting situations. Follow through on assignments with minimal direction and set priorities which accurately reflect the relative importance of the job responsibilities while keeping the Registrar informed of progress.
• Ability to complete assignments independently as well as work in a team environment. Political acumen, excellent written, verbal and interpersonal communication skills; ability to exercise good judgment in a fast-paced environment with multiple functions, respond calmly             in exam crises including student illness and breakdown, and respond innovatively to technical problems in exam administration.
• May be required to travel to other buildings on the campus. May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations.
• Ability to push carts between buildings and carry 25 pounds (exam materials)
• Ability to supervise and train employees, to include organizing, prioritizing, and scheduling work assignments. Requires employee development and performance management skills.
• Ability to foster a cooperative work environment.
• Knowledge of Academic Regulations, the Course Catalog, institutional & departmental processes and policies.
• Strong attendance record.  Early morning, evening and weekend hours required during peak periods and exam periods (typically at the first few and last few weeks at the beginning, middle and end of each semester). Unless approved by the Registrar, unable to take vacation during peak periods.
• Understanding of and commitment to diversity and inclusion, and to UC Hastings Vision, Mission, and Values and ability to work with diverse staff, faculty and students.

BENEFITS

HEALTH AND WELFARE BENEFITS

• Comprehensive medical, dental and vision insurance coverage
• Flexible Spending Accounts for transportation-related, healthcare and dependent care expenses
• Employee Assistance Program

FOR YOUR FINANCIAL FUTURE

• Life Insurance, Disability Insurance, and Legal Insurance
• University of California Retirement Plan (a defined benefit plan)
• Deferred Compensation Plans/Pre-tax Retirement Savings Programs

FOR YOUR WORK/LIFE BALANCE

• Fourteen paid holidays per year
• Generous vacation and sick leave
• Commuter Benefits Program

THE HIRING PROCESS

THIS POSITION HAS BEEN DESIGNATED AS “SENSITIVE” AND REQUIRES A PRE-EMPLOYMENT BACKGROUND CHECK.

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please contact Human Resources if you require a reasonable accommodation to apply for a job. Examples of reasonable accommodation include making a change to the application process, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

WHAT TO EXPECT

Applicants who meet the position requirements will be competitively evaluated to identify the individuals whose breadth and depth of experience and education most closely relate to the stated requirements and the needs of the College. Depending on the quality and number of the applications received, only the better qualified applicants may be contacted for an interview. THE POSITION IS OPEN UNTIL FILLED.

The skills listed above are comprehensive, and we understand there are great candidates who possess only a subset of those skills, or who have other important skills. If you match some of these skills, please do not hesitate to apply.

UC Hastings College of the Law is an equal opportunity employer. UC Hastings strives to provide a diverse and inclusive educational environment that fosters cultural awareness, mutual understanding and respect. UC Hastings College of the Law is interested in candidates who will contribute to diversity and equal opportunity in higher education through their teaching. Qualified women and members of underrepresented minority groups are strongly encouraged to apply.