ASSISTANT REGISTRAR

OFFICE OF RECORDS

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

HIRING SALARY RANGE: $26.00 - $30.00 hourly (commensurate with qualifications) 

THE ROLE

Under general supervision of the Associate Registrar for Operations, the Assistant Registrar plans, coordinates and participates in a variety of technical administrative duties related to the functioning of the Records Office. 

RESPONSIBILITIES

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

CUSTOMER SERVICE

• Provide timely and courteous assistance and guidance to students, faculty, and staff regarding policies, procedures, forms, deadlines, and pertinent requirements.
• Liaison with Academic Dean's Office and Faculty, as appropriate in matters pertaining to students, course catalog, special course registrations, and a variety of other issues which involve the two departments.

ADMINISTRATION

• Process student forms, prepare reports and summaries and gather source data as necessary; assists in the maintenance of permanent student records through data entry and code maintenance; and perform other support functions as directed; 
• Assist the Associate Registrar for Operations and the Registrar in the planning and development of ways to move the office forward with integration of services into an efficient, student-friendly, one-stop model which maximizes use of online resources;

COURSE SCHEDULING, REGISTRATION & VERIFICATION

• Assist the Record's Office with records and registration service for the students; supervise publication of Fall, Spring, and Summer course schedules in electronic format for faculty, staff, and community members; Maintain course data records in Colleague, cross-reference pre-requisites, course descriptions and degree requirements with the Course Catalog and Academic Regulations; Assist students with online and in-person registration and schedule changes.
• Serve as course schedule computer application trouble-shooter prior to IT staff involvement pertaining to the class schedule and registration process.
• Assist Student Accounting Services Office in registration charges payment policy enforcement and deregistration process.
• Responsible for maintaining and updating the Records Office webpage; evaluating and posting transfer credit; oversight of electronic transcript services; creation and distribution of electronic grade sheets; responsibility for services to students receiving military and veteran education benefits, including understanding and explaining benefits to students, certifying attendance and acting as the primary School Certifying Official and the College liaison with the Department of Veterans Affairs; maintain student veteran files for compliance visits; keep up-to-date with changes in VA programs/policies, and changes in legislation.
• Assist with the administration of registration and course scheduling; advises and assists students concerning registration/enrollment issues, graduation/degree requirements, academic regulations, and college policies and procedures; Serves as the liaison with the National Student Clearinghouse for enrollment and degree verifications;

SOFTWARE

• Participate in testing student information system software patches and upgrades, including UC Hastings Law developed customization.
• Assist with software implementation; serve as a supplemental support with writing data and statistical reports.

EXAMS & SUPERVISION

• Assist with the administration of midterm and final exams; including responsibility for set-up and administration of all TWEN take-home exams; provide technical support during exams and trouble-shoots problems related to Exam4; hire, schedule, train, coach and supervise the exam proctors; assist proctors with timesheets.

DEGREE EVALUATION & GRADUATION

• Assist with performing degree evaluation checks for monitoring student progress toward degree requirements. Inform the Registrar, Associate Registrar for Operations, Associate Registrar for Technology and Reporting of status as it affects their business processes; notifies and verifies other key departments (Fiscal, Financial Aid and other departments, and Dean's Office) of status; track and follow up with students with missing requirements and credentials.
• Assist with updating the degree evaluation system.

OTHER

• Performs other functions as assigned by management.

REQUIREMENTS

EDUCATION AND EXPERIENCE

• Bachelor's Degree; and,
• At least three (3) years of experience working in a Registrar's Office, Admissions Office or other similar student facing higher education office
• Working with academic records and processing student data, examination systems (such TWEN, Canvas, PrintX, Exam SofTest/ExamSoft and Scantron software), Ellucian Colleague or similar student information systems, relational databases and ERP systems, evaluating transcripts and posting transfer credits, working with the National Student Clearinghouse, and with Cascade and maintaining online web content preferred
• Experience with VA Once preferred.

KNOWLEDGE, SKILLS & ABILITIES

• Knowledge of Family Educational Rights & Privacy Act regulations; 
• Demonstrated ability to learn and master new software quickly;
• Ability to handle difficult constituent issues tactfully, maintain composure, respect confidentiality, and resolve difficult problems by using independent judgment, collaborate with staff in the Office of the Registrar, Student Services, and other law school units; appropriately determine when to refer constituents to a manager or other party.
• Maintain knowledge of law school structure, deadlines, and events to provide timely information and appropriate referrals.
• Ability to actively participate in and contribute 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 databases, examination software/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 communicate clearly, concisely, and persuasively, both orally and in writing.
• Ability to audit own work and the work of others to ensure accuracy and completeness. Proactively communicates work status and completion with supervisor(s) and others.
• Ability to plan and manage large projects from start to finish (such as set-up and maintenance of TWEN take-home exams, including effective communication, follow-through and problem-solving with faculty, students and Associate Registrar for Operations);
• Ability to read, understand and apply complex federal regulations and correctly apply them for veteran benefits students.
• Ability to understand detailed rules, policies and procedures and to apply them appropriately in relevant situations.
• Ability to use technology to analyze, problem-solve and resolve a variety of issues related to student exams.
• Demonstrated ability to maintain confidentiality of records;
• Ability to work accurately, create and maintain records with exactness, and be meticulous in handling details.
• Ability to lift 15-25 lbs and push carts between buildings.
• Strong customer service skills and motivation to provide the highest level of service.
• Ability to learn and successfully navigate a variety of software, government websites, and assist the Associate Registrar for Technology and Reporting with Colleague upgrades, testing, and patches as it relates to the course schedule and position duties.

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.