ASSOCIATE REGISTRAR FOR OPERATIONS

RECORDS

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

HIRING SALARY RANGE: $70,820 - $85,137

THE ROLE

The Associate Registrar for Operations is responsible for the hands-on management and coordination of the operations of all Records Office functions including, but not limited to, enrollment, exam administration, State Bar and Moral Character certifications, and degree audits for approximately 1000 students. The Associate Registrar acts for the Registrar in her absence, and is responsible for day-to-day oversight of personnel in the Associate Registrar's reporting line.

The Associate Registrar for Operations works collaboratively and uses 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. 

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.
• Oversees exam administration and grading, including managing the departmental budget for hiring proctors and exam administration.
• Serves as a liaison with exam software providers. Responsible for process design and systems improvement in managing the examination, grading and proctor training process.
• 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.
• Communicates 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 the key areas.
• Performs 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 staff.
• Solid database management/data query experience, preferably with Ellucian Colleague and Entrinsik Informer or other reporting software.
• Five to seven years of administrative professional experience in higher education, tech, or non-profit operations.  Familiarity with the operations of a records/registrar office preferred.

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 a positive attitude.
• Ability to work as a member of a cohesive team.
• 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.
• Ability to quickly learn Academic Regulations, the Course Catalog, institutional & departmental processes and policies.
• Scheduling flexibility during periods of peak activity.
• 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.