Records and Special Programs Representative (BLANK AST 3

Job Summary

Reporting directly to the Records/Special Programs manager and under general supervision, this position is responsible for functioning as a campus expert regarding all aspects of the student experience and the special coding of the student record/transcript; this includes enrollment/registration actions, grades, and special programs. Analyze and interpret Academic Senate regulations. Monitor, update and ensure the academic integrity, accuracy, and security of student academic records.

Uphold the privacy laws surrounding student academic record (FERPA & California Information Practices Act), and prevent any breach in confidentiality. Act as a liaison and provide education and guidance to the campus community. Provide information to students, parents, and the general public regarding all academic policies which involves analyzing the student's academic record in conjunction with the University of California Office of the President (UCOP) refund schedule and the impact on student financial aid and academic progress.

Effectively communicate in writing, in person, and over the phone with upset students/parents/faculty. Must remain knowledgeable of all work processes, deadlines, and student information system functionality.

Full Time

08/21/2026 by 11:59 pm

• No minimum education required
• Experience/skill making independent decisions consistently and fairly, in accordance with relative policies and procedures.
• Experience and computer skills to utilize various programs and software:
  Microsoft Word, Excel, electronic document imaging, web development, and complex student database management systems.
• Knowledge of the Family Educational Rights and Privacy Act of 1974,California Information Practices Act and campus procedure implementing the University of California Policies applying to the disclosure of information from student records
• Interpersonal communication skills and customer service skills to perform in situations with difficult, disgruntled, defensive people.
• Advanced verbal and written communication skills to explain, discuss, and summarize policies, procedures and processes.
• Skills to capture, analyze and interpret data. Skills to manage specific deadlines that change on a quarterly basis and to maintain efficiency and focus in an environment with interruptions.
• Analytical skills to identify, research, problem solve, and the experience formulating and conveying solutions to problems adhering to Office of the University Registrar, Campus, University, and Academic Senate policies and procedures.

• Advanced experience and skill with Microsoft Excel or other spreadsheet software.
• Knowledge of fundamental university and academic program principles and standards (admissions, financial aid, student accounting, college deans, university departments) to provide general information and make referrals
• Knowledge of network capabilities to access printers, server, the World Wide Web, and other systems.
• Ability to interpret and apply Academic Senate grading regulations.

• 40% - Special Program Specialization
• 40% - Record Specialization
• 10% - Advising/Customer Service
• 5% - Transcript Specialization
• 5% - Cross Training/Other Duties

Reporting to Records/Specials Program manager and under general supervision, this position is responsible for function as a campus expert regarding all aspects of student experience and the special coding of student records/ transcripts.

• Salary or Pay Range: $29.40 - $42.14 (department budgeted salary: Step 1, $29.40 - Step 6, $32.94)
• Salary Frequency:
  Hourly
• Salary Grade: 108
• UC
  
  Job Title:
  
  BLANK AST 3
• UC Job Code: 004722
• Number of Positions: 1
• Appointment Type:
  Staff:
  Career
• Percentage of Time: 100% Fixed
• Shift (Work Schedule):
  Monday
  - Friday, 8:00 AM to 5:00 PM
• Location:
  
  Davis, Ca
• Union Representation: CX-Clerical/Admin
• Benefits Eligible:
  Yes
• This position is hybrid (mix of on-site and remote work)

Outstanding benefits and perks are among the many…