Job Requisition Number: 26325. The Office of the Registrar (OR) bears critical responsibility for implementing the administrative polices, processes, and procedures by which students are registered, enrolled, and graduated as mandated by the Regents and the Academic Senate. OR divisions include Classroom Management, Residency, Systems and Enrollment Services, Records, Student Services, and Administration.
The Records Unit of the Office of the Registrar maintains an accurate account of the academic history of every student who has ever attended the University. The unit is responsible for all processes related to the maintenance of student academic records. Related responsibilities include final review for graduation, implementation of 40+ types of petitions for changes to the academic record, (e.g. change of grade, change of name, major declaration, etc) grade processing, diploma ordering and distribution, and liaison work with the individual schools and colleges. Records Unit staff are called upon to perform historic research and produce records from paper and microfiche archives. The unit is also charged with the interpretation, enforcement and implementation of Federal and State laws and University, Academic Senate, and Berkeley Campus regulations and policies affecting student records, most especially those pertaining to data security and student privacy.
RECORDS MAINTENANCE •Each member of the records staff is responsible for overseeing the day-to-day operational decisions of their portfolio within the functional area. •Process all petitions to apply changes to the student academic record. Examine each petition for conformance to academic policy. Monitor signatures of faculty and other approvers. Evaluate overall impact of the petitions with respect to academic status. •Interpret and process a variety of academic transactions pertaining to the student record using Academic Senate Regulations. Transactions include retroactive adds, drops, option changes, the resolution of NR and blank grades, and academic transcript conversions. •Evaluate reports for discrepancies in grading and compliance with University grading regulations. •Research and analyze problem transactions. Apply knowledge of academic policies and protocols to resolve problems on the student academic record. Communicate issues, actions and solutions to students and/or appropriate academic personnel. •Monitor a wide-range of special programs, cross-registration and extension work, following complex guidelines as to credit allowed and units awarded. Ascertain the program restraints and the appropriate encoding required.
CAMPUS SOLUTIONS POST-CONVERSION DATA CLEAN-UP •Review assigned list of students with Service Indicators which were added, during the conversion to Campus Solutions (CS), to records where there was a mismatch between the legacy information system and current student information system.
GRADUATION PROCESS •Use “Access” Database (Prototype) and Graduation Tracking Page in Campus Solutions to evaluate and monitor the completion of graduation requirements for all students •Maintain a report for each candidate throughout the entire graduation process, vigilant attention to any changes that might affect the graduation process. •Be conversant with Academic Senate Regulations relating to University requirements and individual college and school rules. Responsible for determining that all degree requirements have been successfully met. •Act as specialist for awarding of final degrees, auditing college approval of graduation and overseeing appeal process based upon failure to satisfy University regulations according to the interpretation of Academic Senate Rules.•Analytical and critical thinking skills required. Ability to understand detailed rules, policies and procedures and to apply them to factual situations. •Ability to maintain and use reference materials including written procedures. •Strong attention to detail and ability to sift through, identify and distinguish small discrepancies in large data sets and complex records. •Excellent organizational skills required. Ability to formulate, communicate and implement a plan of action to accomplish assigned tasks. •Excellent written and verbal communication skills to interact effectively with students, faculty, staff, parents and the general public from diverse and ethnic backgrounds. •Comfortable interacting and communicating with peers and colleagues. Demonstrated presentation, training, and advising skills. •Ability to listen to unusual and varied requests students, faculty and staff who may be frustrated, angry or confused and to respond with sensitivity and tact. •Ability to interact diplomatically with people from diverse cultural, socio-economic, educational and ethnic backgrounds. •Experienced using a variety of computer systems and applications. In addition to the mainframe, command-driven system, incumbent must also be able to easily learn and use any generic business applications including documents, spreadsheets, presentations, wiki’s, project management, CRM, CMS and collaboration software. •Incumbent must also be able to quickly adapt to changing systems environment learning, and sometimes training fellow staff, on numerous specialized higher education systems and web applications including but not limited to degree audit, class scheduling, curriculum management, catalog, and student academic planning systems. •Ability to maintain confidentiality and security of student records in strict accordance with confidentiality rules established by FERPA, the State of California, and the University. •Ability to be self-directed and work independently. Exercises good judgment in when to seek clarification and direction vs. when to resolve issues independently. Excellent problem solving and analysis capability. •Ability to work collaboratively on group projects and to cooperate with staff from other Registrar units and departments across campus. •Experience recommending process change to improve service and or efficiencies of programs
The University of California was chartered in 1868 and its flagship campus - envisioned as a "City of Learning" - was established at Berkeley, on San Francisco Bay. Today the world's premier public university and a wellspring of innovation, UC Berkeley occupies a 1,232 acre campus with a sylvan 178-acre central core. From this home its academic community makes key contributions to the economic and social well-being of the Bay Area, California, and the nation.