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Assistant Registrar (0322U) Office of the Registrar 58189 About Berkeley

At the University of California, Berkeley, we are committed to creating a community that fosters equity of experience and opportunity, and ensures that students, faculty, and staff of all backgrounds feel safe, welcome and included. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.

The University of California, Berkeley, is one of the world's leading institutions of higher education, distinguished by its combination of internationally recognized academic and research excellence; the transformative opportunity it provides to a large and diverse student body; its public mission and commitment to equity and social justice; and its roots in the California experience, animated by such values as innovation, questioning the status quo, and respect for the environment and nature. Since its founding in 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world.

We are looking for equity-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community. When you join the team at Berkeley, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, staff, students and community partners. In deciding whether to apply for a position at Berkeley, you are strongly encouraged to consider whether your values align with our Guiding Values and Principles, our Principles of Community, and our Strategic Plan.

At UC Berkeley, we believe that learning is a fundamental part of working, and our goal is for everyone on the Berkeley campus to feel supported and equipped to realize their full potential. We actively support this by providing all of our staff employees with at least 80 hours (10 days) of paid time per year to engage in professional development activities. To find out more about how you can grow your career at UC Berkeley, visit grow.berkeley.edu.

Departmental Overview

Office of the Registrar (OR) supports every registered student, as well as all the faculty and staff who interact with them. We are committed to helping students discover an academic path that fulfills graduation requirements and that augments and enriches their education beyond the boundaries of their degree program. We are stewards of student data, and are responsible for maintaining the integrity of every academic record. We work with the schools, colleges and departments, and IT system groups to ensure adherence to policies, regulations and procedures as mandated by the UC Regents and the Faculty Academic Senate; accuracy of data; and to provide access and security for the curriculum, academic records and other data needed to fulfill Berkeley's academic teaching mission.

Application Review Date

The First Review Date for this job is: September 6, 2023. For full consideration, please submit application materials by September 11, 2023

Responsibilities

Supervision

• Provides direction to staff on the more complex issues encountered. Provide guidance and support for projects, and advising staff to help stay on track and make progress towards departmental goals. Provides additional training or targeted resources to help build necessary skills and knowledge.
• Delegates work assignments to lean into team members' individual strengths and areas of experience. Supervise the workload of staff that are assigned as liaison colleges and ensure those assignments function efficiently for the colleges. Step in to resolve any elevated problems between records team staff and college staff.
• Oversees development of outreach, training, and education services for prospective and current students, staff, faculty, parents and the general public.
• Monitors relevant updates to SIS and related applications. Works with OR management team and OR staff to incorporate updates, train staff, and promote high quality service.
• Makes decisions on performance, salary actions, hiring decisions and other human resource related issues of managed staff. Counsels and evaluates employee performance. Recommends and supports an employee for promotion when merited or for corrective action when warranted.
• Works closely with each member of the Student Records team to create and execute individual professional development plans. Provides or facilitates training (including peer-to-peer) coaching, encouragement, and to the extent possible, flexibility and resources to support each staff members' unique development goals.
• Promotes and nurtures the Student Records staff as a whole to foster cooperation, trust, pride and community within the team and among the larger Registrar staff.

Oversight of Operations

• Oversees final campus graduation checkout ensuring that graduating student meet minimum overall unit and GPA requirements; have no outstanding financial obligations; and are not being held for conduct violations. Support campus advising units through subordinate staff to ensure they have the training and access to the data and tools needed to verify students have completed academic requirements.
• Areas of operation that are required for federal compliance include: student records expertise and data to support Federal Financial Aid audits and Federal Veterans Administration audits; compliance in accordance with the Family Educational Rights and Privacy Act (FERPA) in the role maintaining system access and permissions including determining that staff and faculty have completed mandated FERPA training; compliance in accordance with the Family Educational Rights and Privacy Act, Title IX and the ADA; and providing confidential services and records management for protected students.
• Provides guidance and direction to Student Service Assistants on complex procedural and operational issues. May oversee operations that include, but are not limited to:
  
  • Updating and correcting academic records for all current students to maintain integrity of Berkeley academic record and to support high quality advising critical to advancing students' learning and co-curricular experiences.
  • Assisting special populations such as U.S. Veterans, visiting students, students with disabilities, confidential students, summer sessions students, and numerous other groups.
  • Final checking and sign-off of graduation requirements for 10,000+ students per year.
  • Preservations of all student and alumni academic records back to the founding of the University in 1868. Ensure continuity, accessibility and security and privacy.
  • Updating, interpreting and enforcing the policies and procedures to protect privacy of student data and academic records.
  • Maintaining an administrative calendar of the academic operations and production cycle. Communicating priorities and deadlines to staff, coordinate work of the unit to ensure smooth operations amidst complex and overlapping cycles.
    
• Recognizes issues that have organization impact or future implications and advises employees accordingly.
  Guides analyses for complex academic, data, systems and resource projects by supervising team members and working directly with all levels of managers.
• Communicates with the Associate Registrar, University Registrar and SIS the business requirements and system specifications. Evaluates and tests new configuration, data cleanup and authorizes final implementation with SIS. Assists with troubleshooting and isolating systems problems.
• Evaluates the effectiveness of the student services function, and makes changes to provide better service to students, departments, and the university. Guides the Student Records team to collect and analyze student inquiries, transactional data, problems in the production calendar, and system issues to identify relevant issues, recommend options, determine feasibility, and design and implement solutions.
• Provides information and assistance to new and existing users of Campus Solutions. Collaborate with SIS to provide formal group training sessions as needed. Responds to problems and inquiries from academic departments, faculty, and students.
• Monitors and analyzes changes in external regulations, legislation, and UC Policies for impact on the campus. Represents the student services unit to the campus and systemwide partners as needed.
  Assists internal staff as well as academic administrative offices campus-wide with implementation of OR, Academic Senate and external policy changes that impact their use of the various student information systems through both written and verbal communications.
• Provides guidance and information to students, parents, faculty and staff on policies, procedures, and regulations with regard to courses and curriculum, academic program enrollment, grading, degree audit, student records, transcripts, and graduation.
  Coordinates efforts with a variety of external and internal contacts; researches organizational structures, policies and procedures and summarizes best practices in field. Develops systems to meet the needs of each colleges' unique requirements for records and graduation.
• Serves as primary resource for defining student records issues in the Campus Solutions student information system (CS), researching best practices in the field and at other CS campuses, data cleanup efforts and improvements in the configuration and capabilities of CS in the Student Records module. Works with staff to generate and test new ideas for improving service and operations. Works to harmonize processes across college advising offices where possible in order to increase efficiency. Encourages a culture of intellectual inquiry, where conversation, diverse opinion, mutual respect, creativity, risk and failure are accepted as milestones on the road to success. Solicits and coordinates information regarding systems needs and modifications from campus units and units within the Office of the Registrar. Works with counter-parts on other UC campuses.
• Prepares directives, regulations and other instructions for issuance to departments. Coordinates implementation with departments that cross organizational lines as needed. Develops proposals and recommendations to guide and support a broader strategic direction for the organization. Partner with other OR unit leads (enrollment, scheduling, residency, summer sessions, student services) to coordinate and implement a daily Central Operations calendar. Researches and drafts complex proposals, reports, briefings, executive summaries, speeches. Also produces complex ad hoc reports. Proposes, leads and/or participates on policy and planning committees and working groups.
• Represents OR at meetings with SIS and other IT organizations. Actively participates in discussions of problems and solutions involving all Records systems and various College and Dept systems. Coordinates all records updates and procedural changes developed at these meetings. Establishes and maintains contacts internally and with external constituents for the collections and exchange of data.
• Plan and coordinate the production of records materials each academic term for all Berkeley students. Determine dates for generation of reports for use by internal staff as well as academic and administrative offices campus-wide. Work closely with SIS and IST to ensure accuracy and integrity of data.
• Other projects as assigned.
  

Required Qualifications

• Advanced knowledge of building student records and advising systems to meet needs of different colleges. Ability to significantly influence processes outside the office in coordination with various colleges and units within the University.
• Knowledge of common computer application programs and ability to gain knowledge of University and departmental principles and procedures involved in risk assessment and evaluating risks as to likelihood and consequences.
• Skills in monitoring / assessing people, processes or services, to make improvements.
• Skills in project management, social perceptiveness to be aware of others' reactions and understanding why they react as they do.
• Serve as subject matter expert informing key stage holders (SIS, colleges, Provost of Undergraduate Education, Academic Senate Chair, AVCs, College Deans, etc.) on graduation and records matters as situations require.
• Ability to develop original ideas to solve problems, persuade others, and lead.
• Advanced knowledge of records, management and retention policy.
• Knowledge of national practices in the management of student academic records.
• Strong communication and active listening skills and ability to negotiate with stakeholders across campus.
• Ability to gain knowledge of University curricula, practices, policies and procedures. Ability to gain experience working with faculty as well as college, school and department representatives for clarification and interpretation of program requirements.
• Ability to apply research-based strategies for equity leadership to support both students and staff.
• Advanced knowledge of graduation requirement interpretation and reporting.
• Bachelor's degree in related area and / or equivalent experience / training.
  

Preferred Qualifications

• Advanced knowledge about the Standing Orders of the Regents, Academic Senate regulations, Committee on Courses policies, the Family Educational Rights and Privacy Act of 1974 and the Berkeley campus policy governing the release of student information.
• Experience delivering high quality student services in a large complex organization.
• Knowledge and experience with diploma processes, including electronic diplomas.
• Experience with quality control, business process analysis and workflow.

Salary & Benefits

For information on the comprehensive benefits package offered by the University, please visit the University of California's Compensation & Benefits website.

Under California law, the University of California, Berkeley is required to provide a reasonable estimate of the compensation range for this role and should not offer a salary outside of the range posted in this job announcement. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, analysis of internal equity, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience.

The budgeted range that the University reasonably expects to pay for this position is $110,000 - $125,000

• This is a 100% full-time (40 hours per week), career position that is eligible for full UC benefits.
• This position is exempt and paid monthly.

How to Apply

To apply, please submit your resume and cover letter.

Diversity Statement

Please include, as part of your application a brief (1-2 paragraph) statement on your contributions to diversity, equity, inclusion, and belonging in your professional experience.

Advancing diversity, equity, and inclusion are fundamental to our UC Berkeley Principles of Community, which states that 'every member of the UC Berkeley community has a role in sustaining a safe, caring, and humane environment in which these values can thrive.'

Conviction History Background

This is a designated position requiring fingerprinting and a background check due to the nature of the job responsibilities. Berkeley does hire people with conviction histories and reviews information received in the context of the job responsibilities. The University reserves the right to make employment contingent upon successful completion of the background check.

Equal Employment Opportunity

The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status. For more information about your rights as an applicant, please see the U.S. Equal Employment Opportunity Commission poster.



For the complete University of California nondiscrimination and affirmative action policy, please see the University of California Discrimination, Harassment, and Affirmative Action in the Workplace policy.





To apply, visit https://careerspub.universityofcalifornia.edu/psp/ucb/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=21&JobOpeningId=58189&PostingSeq=1









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