ASSOCIATE REGISTRAR, PROJECT MANAGEMENT AND COMMUNICATION

RECORDS

CLASSIFICATION: Level 3 / Class Code 1717 / Exempt / Full-Time / Benefited

HIRING SALARY RANGE: $65,000 - $80,000 (commensurate with qualifications)

ABOUT THE RECORDS OFFICE The Records Office is the College's registrar's office and is responsible for maintaining students' records, grades and transcripts, manage registration, exams and grades, as well as providing academic-related services, information and student data to various departments of the College with the highest level of integrity and according to FERPA, Federal, State and the College's regulations. To do so, the office utilizes a variety of software systems including Ellucian College and Self-Service, Entrinsik Informer, ExamSoft, and others. The department employs administrative and professional staff, is supervised by the Registrar who, in turn, directly reports to the Academic Dean of the College.

THE ROLE & RESPONSIBILITIES

Under direction of the College Registrar, the Associate Registrar serves as a key member of the management team and provides project management leadership, communication management support, and is a key point of contact for Records-related research information and queries in the Records Office. This individual works closely with the Registrar and Associate Registrar (for Operations) and the Programmer Analyst and Database Administrator with moderate supervision; together, their work ensures the day-to-day business operations of the Records Office are seamless.

We are modernizing the department and are looking for someone who can: help implement an array of new software through project management; build organizational support structures through communication plans and by generating procedural manuals and online instructions; lead the project management of department initiatives; and take initiative to assist the collaborative Records department in its daily operations.  This role will also work very closely with the Records' Programmer Analyst and Database Administrator to onboard and assist in the training of new technology and newly established department processes. In consultation with the Registrar and Associate Registrar (for Operations), typical duties and responsibilities consist of, but are not limited to, the following:

• Use of Entrinsik Informer (report software) to generate data queries and reports for departments, accreditation reports, subpoena requests, and other purposes in a timely and compliant manner. 
• Reviews and completes end-to-end processes for part-time visitor applications, study away, and incoming academic transcript articulation.
• Participates in the implementation of academic policies and procedures and codes them into the Ellucian Colleague and Colleague Self-Service software.
• Models excellent customer service to students, faculty, staff and alumni based on best practices in higher education.

COMMUNICATION:

• Coordinates and communicates with other offices regarding registration procedures and timeframes, graduation procedures and timeframes, and other events related to student registration and records.
• Develops new web content as needed and ensures that the Record's website is current. 
• Creates communication plans to inform various constituents of Records processes and changes that accompany new policies/procedures.  Proofreads department-generated communications.
• Builds training documentation, e.g. manuals and videos.

PROJECT MANAGEMENT

• Works alongside the Registrar on software selection and project management, software system testing, implementation, and training.
• Works with staff members to develop the department's written documentation of processes, policies or procedures for internal use. 
• Analyzes current business processes in the assigned functional area, recommends improvements and supports new initiatives and software implementation.
• Performs any special projects assigned by the Registrar.

OTHER DUTIES

• Assists with office processes including but not limited to registration, exams, grading, degree verifications and graduation processes.
• Assist the Registrar and Associate Registrar with data and information needs, as well as compliance issues.
• Stays abreast of best practices with campus-wide communication management, web content, and best practices related to Registrar's Office operations and recommend improvements as needed.
• Other duties as assigned.

REQUIREMENTS

EDUCATION AND EXPERIENCE

• Master's (preferred), or Bachelor's degree (required)

• At least four (4) years of progressively responsible experience in a Records/Registrar's Office required. Computer programming, data science, project management, journalism or communication education or experience is desired.

• Technical training and experience must be at a level sufficient to perform complex and high-level associate registrar tasks with a demonstrated track-record of strong project management and communication skills in a data-driven, technologically-centric, and customer-service fast-paced environment or an equivalent combination of education and experience.

It is preferred, but not required, if applicants have the following additional experience:

• Demonstrated technical skill with student information systems desired, particularly Ellucian Colleague, Colleague Self-Service and Entrinsik Informer (reports).
• Experience operating at a high operational and functional-technical capacity in a data-driven environment.
• Two years in a project management related role or at least two years composing written communication.
• Experience in process analysis and improvement.

Knowledge skills & abilities

• Ability to work independently, collaboratively, effectively, and collegially with faculty, deans, staff, and senior administrators.

• Experience managing multiple tasks and timelines adapting to constantly shifting priorities.

• Excellent customer service skills.

• Ability to take direction and implement a plan of action.

• A positive attitude and ability to plan and adapt to change.

• Exemplary interpersonal, oral, and written communication skills.

• Excellent proofreading and writing abilities.

• Must be customer service focused and team-oriented, respectful, friendly, and accountable.

• Detail-oriented and willing to work in a changing environment.

• Superior problem-solving and multitasking skills.

• To ensure coverage, unable to take vacation during peak periods (registration, final examinations, first few weeks of the semester and last few weeks of the term) without Registrar's approval. Work hours may be adjusted to possibly include 1 or 2 Saturdays during the final exam periods (twice per year).

• Ability to maintain confidentiality and security of student records following confidentiality rules established by FERPA regulations, and Federal, State, and the College's policies.

• Understanding of and commitment to diversity and inclusion, and to UC Hastings Vision, Mission, and Values

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

FAILURE TO PROVIDE THE INFORMATION AS REQUIRED ON THE APPLICATION AND/OR INSTRUCTIONS TO APPLY SHALL IMMEDIATELY DISQUALIFY AN APPLICANT FROM EMPLOYMENT CONSIDERATION.

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.