Associate Registrar

Job Summary

Under the leadership of the Registrar, the Office of the Registrar registers students, collects student fees, updates and maintains student academic records, issues transcripts, updates and maintains the General Catalog, sets the academic calendar, posts degrees and issues diplomas, reports institutional data to campus and Office of the President constituents, determines California residence for tuition purposes, provides online information services to students, faculty, and staff, and oversees collection of data for student admissions.

The registrar is a member of the Academic Senate and serves ex officio on two senate committees. Two associate registrars assist the registrar in developing new initiatives, improving services, and managing the office. One associate registrar oversees records and grades, transcript services, and degree verification services and manages the General Catalog. The second associate registrar, described herein, oversees registration, enrollment, financial transactions, and management of fiscal data.

• Establish internal financial controls, including check handling, posting of payments, and bank and payment processor reconciliations, and ensure that staff adheres to these controls. Review financial journals prepared by staff for revenue received by the registrar’s office.
• Determine California residence for tuition purposes for students in state‑supported programs, request and review documentation, analyze and apply UC residence policies, determine residence, explain residence decisions to students, and train students and staff on residence requirements.
• Develop procedures and protocols, provide quality assurance reviews, and ensure compliance with federal, state, University, and external agency regulations and policies. Maintain student record privacy requirements and handle escalated issues from students, parents, and internal and external clients. Propose changes to policies, procedures, and workflow.
• Manage the quarterly registration process, including establishing and publishing student deadlines, creating and maintaining fee Web pages and spreadsheets, verifying assessed fees, billing students, collecting unpaid fees, processing petitions, establishing the Clearinghouse enrollment reporting schedule, and coordinating term opening with SIS staff. Prepare quarterly student census and reconcile total student number versus total income with the Controller’s Office before reporting to the Budget Office;
  
  resolve census discrepancies prior to reporting to UCOP.
• Manage the Office of the Registrar customer services, including the front counter at Parnassus, telephones, and e‑mail. Supervise, train, and mentor two Registrar Specialist 3 staff; provide guidance on complex issues and elevate customer service problems. Answer complex questions from students, faculty, and staff and continually seek ways to improve customer service.
• Update content on the Office of the Registrar Web site and develop the academic calendar.
• Oversee and organize operations of the functional area.

• Bachelor’s degree in a related area.
• Minimum 5 years of related experience.
• Advanced working knowledge of policies, regulations, and practices with registration management, student records management, and retention.
• Advanced knowledge of University policies, processes, and procedures, including those related to supervising employees, and of Federal and California laws regarding student privacy and access to student information.
• Ability to interpret complex policies and develop procedures to ensure compliance in a diverse learning community.
• Advanced problem‑identification, critical thinking, and problem‑solving skills; judgment and decision-making ability; ability to assess business processes, identify operational gaps, and implement improvements.
• Strong interpersonal skills to establish and maintain cooperative relationships with campus departments, UC campuses, and external agencies.
• Organizational skills and ability to prioritize work and meet deadlines; project management skills.
• Advanced written and verbal communication skills, active listening skills, and customer service orientation.
• Proficiency with standard office software, Internet, and e‑mail applications.
• Experience creating and updating Web pages using Drupal or an equivalent content management system.

• Master’s degree.
• Training in public management; understanding of accounting concepts.
• Advanced specialized knowledge of Registrar core functions.
• Advanced knowledge of advising and counseling techniques to address challenging issues from constituents.
• Strong knowledge of common University‑specific computer application programs.