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 registration, degree audit, graduation processing, academic record maintenance, articulation, data reporting, transcript and enrollment verification services, and diploma issuance. Through collaboration with academic departments, administrative units, and campus partners, the Registrar's Office implements academic policies aligned with CSU system, state, and federal regulations, contributing to enrollment planning, institutional reporting, and student success.

• Lead daily academic records operations, including student records management, registration support, records processing, transcript and enrollment verification services, and related student-facing services.
• Provide leadership and oversight for procedural development, workflows, and service expectations ensuring timely, accurate, student-centered support.
• 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, presenting enrollment tools and processes, resolving registration barriers, and updating student records.
• 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 align with the purpose and scope of the position.
• Manage assigned staff and student assistants, including recruitment, 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; recommend 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 with stakeholders such as EMS Student Systems Operations, IT, and the University Registrar.
• 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 comply with FERPA, record retention, data security, accessibility, and applicable CSU, university, state, and federal requirements.
• Maintain 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 and related privacy matters.
• Coordinate FERPA and records compliance training for Registrar's Office staff and related campus partners.
• Coordinate 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.
• Represent the department on university committees, task forces, and working groups related to academic records, registration, enrollment services, student systems, and student support.
• Maintain professional knowledge of registrar, records, registration, compliance, and student systems practices through professional organizations, publications, meetings, workshops, and conferences.
• Coordinate with third-party vendors and external partners, including NSC, NSLDS, Amazon Career Choice, BMI, and related service providers.
• Provide data and…