ASSISTANT REGISTRAR

STUDENT RECORDS OFFICE

Classification: Level 2 / Class Code 2205 / Non-Exempt / Full Time / Benefited / Represented

Hiring Salary Range: $23 – 32 / hour

THE ROLE & RESPONSIBILITIES

Under general supervision of the Associate Registrar for Operations, the Assistant Registrar plans, coordinates and participates in a variety of responsibilities and technical administrative duties related to the functioning of the Records Office.  Work hours may be adjusted during peak cycles of the year, in particular, each semester's exam period to provide exam center coverage and may involve some Saturdays each semester.  Typical duties and responsibilities consist of, but are not limited to, the following:

CUSTOMER SERVICES

• Works closely with the other Assistant Registrar and Registrar's Office staff.
• Serves as a first responder to front desk, email, and phone inquiries.
• Provides timely, accurate, and courteous assistance and guidance to students, faculty, and staff regarding nuanced policies, procedures, forms, deadlines, and pertinent requirements.

GENERAL ADMINISTRATION

• Assists with overall Registrar's Office operations including, but not limited to, responding to student questions about registration, final exams, degree progress and evaluations, graduation, bar forms and certifications, and graduation-related inquiries.

• Maintains student files and files paperwork; audits new student records and prepares new student files at the start of each academic year, audits and archives files of graduating class at the end of each academic year;

• Performs a variety of administrative work covering all of the key areas of the office including, but not limited to processing student requests and forms, providing enrollment verifications, leave of absence requests and withdrawals; evaluating and posting transfer credit, degree evaluations and degree progress updates; assisting with exam set-up and administration; collecting and processing grades and grading information; assisting with graduating students, ordering and distributing diplomas and other duties as assigned.

• Assists with the upkeep and organization of the office department for a professional appearance.

• Assists the office in the planning and development of ways to move the office forward with integration of services into an efficient, student-friendly model which maximizes use of online resources;

• Is cross-trained in the department, serves as a back-up to other assistant registrar and to some of the associate registrar duties, as needed.

• Adjusts to the changing needs of a modern Records office including adapting outdated service delivery to tech-friendly models and adapting quickly as modern needs require new processes implemented.

• Serves as the liaison with the National Student Clearinghouse for enrollment and degree verifications; 

• Assists with final examinations including, but not limited to checking in examinations, verifying examinations, returning exams to students tracking honors.

• May order supplies and reconcile invoices (with approval with the Associate Registrar for Operations or the Registrar).

• Enters program specializations and concentration.

TECHNICAL AND REPORTING DUTIES

• Trouble-shoots registration issues prior to IT staff involvement pertaining to the class schedule and registration process.
• Operates in the student database (Colleague). Participates in testing student information system software patches and upgrades, including UC Hastings Law developed customizations.
• Assists with identifying, implementing, and maintaining new technology to improve department efficiencies. 
• Assists with maintaining and updating the Records Office webpage;
• Assists with software implementation; serves as a supplemental support with writing data and statistical reports.
• Assists with updating the degree evaluation system.
• Learns and utilizes Informer reporting tool and provides a variety of data analysis, data support.

The assistant registrars (2) are cross-trained in each other's areas to provide comprehensive support, but have specialty areas of leadership under the guidance of the associate registrar and Registrar.

LEAD FOR BAR FORMS & COURSE SCHEDULER

• Works closely with the Academic Dean and Academic Dean's Office to schedule the curriculum, including participating on faculty committees relating to the curriculum and developing a course schedule and coordinating with ADO and Student Services to ensure timely flow of information for student advising and course selection.

• Develops and schedules approximately 400 courses annually;

• Maintains course schedule data in Excel or other formats as determined by the Academic Dean and the Registrar on faculty and classes;

• Assists the faculty Curriculum Committee in developing and tracking new and recently-approved courses; 

• Prepares reports, special studies and college surveys for both internal and external use; 

• Updates the Course Catalog;

• Assists with migrating the College to new scheduling and course catalog software platforms to remain current and efficient.

• Tracks and inputs information into the adjunct database;

• Provides information necessary to trigger Appointments review of faculty and processing of new faculty contracts;

• Processes Moral Character Certifications, may perform preliminary processing and review of forms to certify students to sit for the Bar Exam under the direction of the Associate Registrar for Operations and Registrar. May interface with the LL.M. & MSL Offices as well as the Director of Bar Support in order to compile and/or verify data, in accordance with Records Office procedures.

• Serves as back-up to the Assistant Registrar for VA Certifications and Exams, and provides support in these areas as needed.

• Serves as back-up to the Associate Registrar for Technology and Reporting with building the course schedule and new degree evaluation templates for the new catalog year, with the approval of the Associate Registrar for Operations and Registrar.

Performs other duties as assigned

REQUIREMENTS

EDUCATION AND EXPERIENCE

• Master's Degree or Bachelor's Degree with 3 or more years of experience of progressively responsible work (preferably in higher education).

• Experience with (preferred) or the ability to navigate University databases and systems customer relationship management systems, or other similar technology to collect, analyze, and interpret information (preferably Colleague, Banner, Peoplesoft, Blackbaud, etc.).

• Highly technical with excellent computer skills. Proficiency with Adobe, Outlook, and MS Office suite (at least intermediate skills with Excel).

• Scheduling experience preferred.

• Ability to learn and successfully navigate a variety of software, government websites, and assist the Associate Registrars and Registrar, and complete work timely and with accuracy.

• Experience developing and identifying continuous process improvement opportunities.

• Effective communication skills and self-initiative are a must.

To ensure coverage, it is unlikely that this position can take vacation during peak periods (registration, examinations and grading, and the first few weeks of the semester and last two weeks of the semester) unless approved by the Associate Registrar for Operations or Registrar REQUIRED KNOWLEDGE, SKILLS & ABILITIES   

• Knowledge of Family Educational Rights & Privacy Act regulations; 

• Demonstrated ability to learn and master new software quickly;

• Handles difficult constituent issues tactfully, defusing potentially explosive interactions; maintains composure, respects confidentiality, and resolves difficult problems by using independent judgment, collaborating with staff in the Office of the Registrar, Student Services, and other law school units; appropriately determines when to refer constituents to a manager or other party.

• Ability to work effectively and collaboratively with various college and external constituencies and to represent the department and the College in a friendly, courteous and professional manner; 

• Actively participates in and contributes to meetings and trainings with the Office of the Registrar, Student Services, and other University areas to maintain and support knowledge of policies, processes and deadlines relevant to providing high-quality, seamless services to all students, and support collaboration among staff.

• Knowledge of relational data bases, examination software/systems and ERP systems;

• Advanced knowledge of Microsoft Word and Excel;

• Ability to effectively manage and oversee multiple assignments, handle a high-volume workload, solve problems creatively, meet deadlines, set priorities and adapt to changes of pace in assigned responsibilities;

• Ability to understand detailed rules, policies and procedures and to apply them to factual situations.

• Ability to plan and manage large projects from start to finish --including effective communication, follow-through and problem-solving with students, faculty, colleagues, and supervisors.

• Ability to read, understand and apply complex federal regulations and correctly apply them for veteran benefits students;

• Ability to use technology to analyze, problem-solve and resolve a variety of issues related to student exams;

• Take initiative and manage one's own time effectively and efficiently, collaborate with others and as a team, and take initiative.

• Ability to exercise good judgment and tact, to establish and maintain good public relations with staff, students and the community at large; 

• Demonstrated ability to maintain confidentiality of records;

• Audit one's own work and the work of others to ensure accuracy and completeness.

• Communicates clearly, concisely, and persuasively, both orally and in writing

• Ability to understand detailed rules, policies and procedures and to apply them appropriately in relevant situations;

• Ability to work accurately, create and maintain records with exactness, and be meticulous in handling details.

WORK ENVIRONMENT/PHYSICAL DEMANDS

• This job is performed at a work station in a positive, creative and collaborative environment that may sometimes become quite noisy.
• This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets.
• The ability to maintain good concentration while dealing with interruptions.
• Ability to lift 15-25 lbs and push carts between buildings.

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 (defined benefit)
• 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.

Please note: 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. Not all applicants will 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.