Assistant Registrar (0322U), Office of the Registrar - #74525

At the University of California, Berkeley, we are dedicated to fostering a community where everyone feels welcome and can thrive. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.

As a world-leading institution, Berkeley is known for its academic and research excellence, public mission, diverse student body, and commitment to equity and social justice. Since our founding in 1868, we have driven innovation, creating global intellectual, economic and social value.

We are looking for applicants who reflect California's diversity and want to be part of an inclusive, equity-focused community that views education as a matter of social justice. Please consider whether your values align with our Guiding Values and Principles, Principles of Community, and Strategic Plan.

At UC Berkeley, we believe that learning is a fundamental part of working, and provide space for supportive colleague communities via numerous employee resource groups (staff organizations). 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 full-time staff employees with at least 80 hours (10 days) of paid time per year to engage in professional development activities. Find out more about how you can grow your career at UC Berkeley.

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.

Position Summary

The Assistant Registrar is responsible for implementing and participating in campus wide long-range academic policy planning and oversight of campus academic records. This position is responsible for planning and management of campus wide mission critical functions within the Office of the Registrar including, but not limited to, granting of degrees and issuance of diplomas, diploma control systems, maintaining accurate University graduation requirements, supporting the Academic Senate in the area of course approvals and withdrawals, maintaining the integrity of student records in perpetuity, communicating with the faculty and departments, enforcing policies and practices put forth by the Academic Senate, Federal and State laws and Berkeley campus regulations and policies.

Application Review Date

The First Review Date for this job is: 12/04/2024.

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.

Other projects as assigned.

• Serve as subject matter expert informing key stage holders (SIS, colleges, Vice Provost of Undergraduate Education, Academic Senate Chair, AVCs, College Deans, etc.) on graduation and records matters as situations require.

Professional Development

• Develops a professional development plan and participates in development activities, such as attending classes, joining organizations, working on special projects, and serving on departmental committees, in order to enhance expertise in job areas.

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.
• 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.
• 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 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

• Knowledge of and/or can quickly learn common University-specific computer application programs.
• Knowledge of and/or can quickly learn University and departmental principles and procedures involved in risk assessment and evaluating risks as to likelihood and consequences.
• Advanced knowledge of and/or can quickly learn 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.
• Knowledge and experience with diploma processes, including electronic diplomas.
• Experience with quality control, business process analysis and workflow.
• Experience delivering high quality student services in a large complex organization.
• Advanced knowledge of and/or can quickly learn University curricula, practices, policies and procedures.
• Experience working with faculty as well as college, school and department representatives for clarification and interpretation of program requirements.

Salary & Benefits

This is a 100% full-time (40 hrs a week) exempt career position, which is paid monthly and eligible for UC 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 annual salary that the University reasonably expects to pay for this position is $117,000.00 - $127,000.00.

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."

Other Information

• This is not a visa opportunity.
• This position is eligible for up to 40% remote work. Exact arrangements are determined in partnership with your supervisor to meet role responsibilities and department needs, and are subject to change.

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.

The University of California's Affirmative action policy.

The University of California's Anti-Discrimination policy.

This job is part of the Employee Referral Program. If a UC Berkeley employee is referring you, please ensure you select the Referral Source of "UCB Employee". Then enter the employee's Name and Berkeley email address in the Specific Referral Source field. Please enter only one name and email.