ASSOCIATE REGISTRAR

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 (the College's Registrar's Office) is responsible for maintaining students' records, grades and transcripts, manage registration, exams and grades, and provide academic-related services, information and student data to various departments within 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 is a direct report to the Academic Dean of the College.

THE ROLE & RESPONSIBILITIES

The Associate Registrar provides leadership and support in the daily operations of the Registrar's Office, specifically around the use of systems. Reporting directly to the Registrar, this position requires an individual who can exercise sound judgement, think strategically, and work collaboratively with faculty, students, staff, and alumni. The Associate Registrar should possess strong leadership, organizational, project management, and interpersonal skills. They should be detail oriented, comfortable with technology, self-motivated, able to implement policy, and have the ability to work independently. The candidate will work closely with the Registrar's Office management team developing and supporting new initiatives to improve customer service, process efficiency, and staff development.

The Associate Registrar is responsible for identifying and collaborating to implement business and system improvements for the Registrar's Office that will help to streamline the registration and overall student academic processes. This position serves as the functional lead for the Colleague Student Information System responsible for maintaining course catalog, enrollment and degree certifications, registration processes, upgrades and testing, and training of staff.

WHAT YOU'LL DO

• Assist with core aspects of the Records Office – registration, exams, grading, degree progress evaluation, bar certification and graduation.
• Use Entrisnik Informer (report software) to provide data and analysis in support of institutional decision-making regarding academic policies.
• Provide vision and leadership in maintaining academic standards that embody the college's values of equity, fairness, academic excellence, and student success.
• Provide excellent service to our diverse community of students, staff, faculty, and alumni.
• Oversee all aspects of the student registration process, including updating the course inventory, publishing the schedule of classes, and maintaining course enrollment records.
• Manage all aspects of bar eligibility review, certification and review.
• Calculate and oversee honors and awards.
• Ensure students, staff, and faculty have access to comprehensive information on curriculum, academic policies, and procedures on the college's website and within the student information system.
• Ensure the integrity and security of student records including the processing of grades, maintenance of course records, certification of student enrollment status, and completion of degrees, in compliance with the Family Educational Rights and Privacy Act (FERPA).
• Serve in an advisory capacity for committees, as needed.
• Other duties as assigned.

REQUIREMENTS

EDUCATION AND EXPERIENCE

• Master's (preferred) or Bachelor's degree
• At least four to seven + years of experience in a Records/Registrar's Office required.
• Demonstrate expert functional system and technical experience and understanding of project management at a level sufficient to perform complex and high-level associate registrar tasks.
• Proficiency in use of Microsoft Word, Excel, Power Point, Outlook, internet.

KNOWLEDGE, SKILLS & ABILITIES

• (Preferred) you have extensive experience using Ellucian Colleague in a Records/Registrar's Office.
• You have excellent interpersonal skills. You enjoy leading and coordinating the work of groups who develop academic policies. Tact and diplomacy are your hallmarks in getting work done.
• You are confident in having difficult conversations with students, staff, and faculty regarding academic policy. You are prompt in holding these discussions.
• In your current role, you have developed strong professional relationships across all areas of the organization. You have partners across campus.
• You and your colleagues are known for great service. You're trusted; you respond in a timely manner, and you're compassionate.
• You are detail oriented and managing details comes naturally to you.
• Even though you're detail oriented, you keep your eyes on strategic goals and accomplish these on time.
• You are comfortable having a long list of goals. You're able to work on multiple priorities in parallel, moving them forward as you see opportunity to do so.
• You have an impeccable track record of integrity and success maintaining confidentiality of student records.
• You are an exceptional customer services with a focus on the end user.
• You enjoy systems and technology. Implementing a new student information system is more exciting than daunting. You are an exceptional coach in helping your coworkers use technology and make meaning from data.

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.