Associate Registrar, Records and Registration

Associate Registrar, Records and Registration

Job no: 559859 Work type: Management (MPP)
Location: Pomona Categories: MPP, Administrative, Full Time

The Registrar's Office maintains the integrity, accuracy, and security of student academic records while delivering timely, student-focused services that support the university's academic mission. The office oversees a broad range of essential academic functions, including registration, degree audit and graduation processing, academic record maintenance, articulation, data reporting, transcript and enrollment verification services, and diploma issuance. By leveraging technology and data-informed tools, the office enhances operational efficiency, supports regulatory compliance, and improves the student experience.

• Provide leadership and oversight for daily academic records operations, including student records management, registration support, records processing, transcript and enrollment verification services, and related student-facing services. Establish and maintain procedures, workflows, service expectations, and communication practices that support timely, accurate, and student-centered service to students, faculty, staff, and campus partners.
• Serve as a resource and advisor on academic records, registration, and enrollment policies and procedures; resolve complex or escalated issues within delegated authority and refer matters requiring higher-level approval to the University Registrar.
• Coordinate registration services for orientation, advising programs, enrollment campaigns, and other campus initiatives, including presentations on enrollment tools and processes, resolution of registration barriers, and updates to student records to support timely enrollment.
• Maintain and update forms, website content, communications, training materials, and procedural documentation related to academic records and registration services.
• Perform related duties as assigned that are consistent with the purpose and scope of the position.

• Manage assigned staff and student assistants within Student Records and Registration, including recruitment, hiring recommendations, onboarding, training, work assignments, coaching, performance evaluation input, and professional development.
• Set unit priorities, define roles and responsibilities, establish performance expectations, monitor work quality and service levels, and provide feedback to support accountability and continuous improvement.
• Apply university HR policies, collective bargaining agreement provisions, and employment procedures in consultation with HR and leadership; make recommendations regarding appointments, promotions, performance-based salary increases, leaves of absence, corrective action, and other employment-related matters as appropriate.
• Address performance and service-delivery concerns in collaboration with HR and the University Registrar and implement approved corrective or performance-management actions.
• Evaluate workflow, staffing structure, and service needs and recommend adjustments to support departmental, divisional, and institutional priorities.

• Lead assigned student records system initiatives and process-improvement projects in collaboration with the University Registrar, EMS Student Systems Operations, IT, and other stakeholders.
• Identify operational needs, document business processes, recommend system or workflow improvements, and implement approved technology solutions that support records accuracy, registration services, reporting, and student support.
• Coordinate testing, validation, communication, and implementation activities for system enhancements, upgrades, and workflow automation related to the Student Records module and related applications.
• Ensure technology and automation efforts support FERPA, record retention, data security, accessibility, and applicable CSU, university, state, and federal requirements.

• Lead efforts in maintaining the accuracy, integrity, security, and confidentiality of student academic records in compliance with federal, state, CSU, and university requirements.
• Serve as a subject matter resource for FERPA, records privacy, records retention, grading, registration, and related student-records matters; coordinate FERPA and records-compliance training for Registrar's Office staff and related campus partners.
• Coordinate the processing of subpoenas and legal requests involving student academic records and, when designated, represent the Registrar's Office in related proceedings or communications.
• Generate audits and reports to support data accuracy, compliance, decision-making, and audit preparation.
• Oversee timely and accurate NSC reporting, including enrollment and degree verification reporting, and provide data samples and supporting documentation for…