Job Requisition Number: 27029. The Office of the Registrar (OR) has primary responsibility for interpreting and implementing the academic policies of the Berkeley campus in the areas of student registration, course enrollments, classroom use, recording of grades, and the maintenance of student records. Increasingly, the Office of the Registrar plays a key role in policy development related to the efficiency of the campus' delivery of academic programs and deployment of academic resources and to the successful and timely progress of students. OR provides comprehensive services to students, prospective students, alumni and the general public.
The Residency Affairs Unit is responsible for making residency determinations for all new undergraduates, all new graduate students as well as continuing students petitioning to change their residency status. Residency statuses for students are imperative to the assessment of accurate student tuition and disbursement of financial aid and other university funds, in addition to overall university budget planning, analysis, and allocation.
Administrative Oversight •Plans, coordinates, administers and organizes all operational procedures, business processes and activities for the Residence Affairs Unit. •Establishes and maintains goals and objectives of the Residence Affairs Unit. •Directly supervises all employees in the Residence Affairs unit. •Assesses needs of the Residence Affairs Unit’s professional and student staff. •Provides and develops innovative techniques in training, cross-training, and professional development as needed for Residence Affairs Unit staff. •Assigns, monitors, and evaluates daily operations, business processes, and work performance of staff and student employees to ensure and maintain top quality services to students, staff, faculty, administrators, parents, and the general public. •Administers all university systems and programs (Campus Solutions, Perceptive Content/ImageNow, Cal Central, legacy systems including BearFacts) used in residency determinations/evaluations and immigration (visa, citizenship, and other statuses). •Keeps abreast of changes in federal, state, and institutional policies and programs, such as immigration law and those affecting veterans/active military members. Serves as campus subject matter expert on immigration law and policy. •Makes final decisions about campus student appeals (courtesy reviews) for refunds and/or exceptions to deadlines and other regulations related to UC residency policy. •Deals with difficult constituent issues tactfully, defusing potentially explosive interactions, and appropriately determines when to refer constituents to the University Registrar or Associate Registrar. •Coordinates information and training with other units within the Office of the Registrar and with other units across the campus including departments within the Division of Student Affairs, Division of Equity and Inclusion, etc. •Oversees the creation, design, content, and maintenance of all communication and publicity materials from the Residence Affairs Unit (i.e. website maintenance, handouts, presentations, etc.) •Develops and conducts residency workshops for students and staff (i.e. Graduate Student Orientation, Graduate Student Advisors, Office of Undergraduate Admissions, Cal Student Central, etc.). •Serves as part of OR’s leadership team and contributes to departmental staff engagement and long-term strategic planning. Supports alignment with Student Affairs and campus principles and priorities. •Prepares talking points, briefs, summaries, and notes related to residency for the Associate Registrar, University Registrar, Vice Chancellor of Student Affairs, and/or other university administrators.
Residency Classification, Evaluation, and Determinations •Oversees, supervises, and contributes to the review and evaluation petitions and documents from new, readmitted, and continuing students (16,000+ per academic year), and determines residency classification for tuition and fee purposes. •Independently interprets, implements and applies on a case-by-case basis University policy as dictated by guidelines established by the Office of the General Counsel and the Office of the Registrar. •Maintains consistency, both within the campus and between campuses of the UC system, while still taking into consideration individual circumstances and situations in making residence determinations. •Analyzes and assesses student cases and exercises professional judgment in determining if students meet the UC residency policy and guidelines and/or requested additional documents as needed to complete an evaluation. •Examines and requisitions legal documents from those students as deemed necessary in accordance with pre-selected criteria or requirements. •Notifies students in writing of final decision and re-evaluates the cases as additional documents are submitted. •Reviews highly complex residency determinations (i.e. constituent financial records to determine financial independence, and immigration documents to determine eligibility to establish residency under immigration and University guidelines). •Documents residency decisions. Makes notations to case files as necessary on Campus Solutions. Reviews student statuses on the student information system and updates online all residency status determination data for the Residency Unit. •Keeps abreast of changes in immigration laws and its effects on residency and on current and prospective students. Determines eligibility for waivers of the nonresident tuition fee and issue waivers appropriately and accurately. •Ensures records are created and/or updated in all relevant student systems accurately and in a timely manner. Utilizes imaging system to review and maintain residency documents. •Consults with Associate Registrar, University Registrar or the Office of the General Counsel (OGC) when needed to expedite processing for complex cases. Refers students to OGC for appeal cases. Takes information from a complex case and drafts clear, concise and accurate brief case summaries to the UC Office of the President’s Office of the General Counsel. •Stays abreast of registration, enrollment, financial aid, and billing deadlines to minimize any adverse effects on student’s ability to proceed with their academic and/or administrative responsibilities. •Applies professional Student Services concepts in providing a variety of student services to the student population served by the Office of the Registrar and the campus, and to staff and faculty on campus. •Counsels and advises students, prospective students, parents, faculty and staff regarding the residence regulations. Ensures that both written and oral inquiries are answered fully, accurately, professionally, and in a concise manner to enable students and parents to plan for future semesters. •Diffuses potentially explosive interactions by being perceptive of others’ reactions and understanding their reactions. •Triages problems associated with but not pertaining directly with the determination of residency status by referring to appropriate department/office. •Provides guidance and keeps OR staff informed of any aspect of residency that affects their function; the performance of their tasks; and the advising they provide the faculty, employees, students, and the general public on residence classification at the University. •Systems And Administration YSTEMS AND DATA ADMINISTRATION •Maintains and monitors residency database (Campus Solutions) and other systems (Cal Central, Perceptive Content/ImageNow, Google docs/sheets, legacy systems OR Tracker and BearFacts) to ensure data accuracy and integrity in all systems relating to residency, and to ensure that the systems are functioning appropriately. •Evaluates and recommends systems, systems support, configuration and modifications to support the Residence Affairs Unit’s work. •Oversees ongoing design, maintenance, programming, and updates of residency modules and the Statement of Legal Residence in Campus Solutions in partnership with the SIS Project. •Supervises quality control of any systems used in the Residence Affairs Unit. Reports any inconsistencies, glitches, or access issues to the student-facing residency application (Statement of Legal Residence). •Administers OR’s instance of the campus imaging system (Perceptive Content/ ImageNow) including all departmental access and external departmental access of sensitive OR documents (i.e. Office of Undergraduate Admissions, Financial Aid and Scholarships Office, Berkeley International Office). •Oversees imaging system quality control and maintenance of OR electronic and paper document workflow. •Reports any imaging systems issues to Perceptive Content campus administrators, SIS Project staff, and Business Operations staff. •Administers residency electronic and paper document disposition per University of California policies. •Oversees and administers all updates to student immigration statuses in Campus Solutions to ensure student data integrity. •Provides systems support and training for any systems user of the campus imaging system (Perceptive Content/ImageNow) and/or residency and immigration modules in Campus Solutions.
Liaison and Pubic relations •Oversees all liaison activities with the Office of the General Counsel, academic departments, administrative offices, student service offices, representatives of the military and legislative branches, students, parents, and the general public. •Advises the UC Office of the President, Office of the General Counsel of the UC Regents and UCOP staff on the formulation and implementation of UC residency policy. Provides clarification and identifies and/or recommends solutions to complex policy issues or concerns. Analyzes the consequences of UC Regental and system-wide policies and recommends new or updated policies.
The incumbent makes recommendations within the UC system for the improvement of the following programs (as applied to policies and practices at UC Berkeley): •Review of UC system-wide residency for tuition purposes; •UC system-wide residency appeal process; •Non-resident tuition waiver programs, especially those tied to state or federal legislation such as AB 540 and US military and veterans; •Exemptions and exceptions to the UC Residency policy •Consults with the Office of Planning Analysis (Campus Budget Office), the Vice Chancellor of Student Affairs, and other divisional administrators on the impact of residency determinations on overall campus-wide budget. •Determines resolution of extremely sensitive, specialized, and/or complex residency issues. Advises OR management on implications for broader policy issues – some of which have a high public profile. (For example, while the UC System actively promotes transfer admission from California Community Colleges, differences between UC and CCC residency policies and practices can have significant implications for students.) •Participates in student services committees that develop policies/procedures with campus, system or statewide impact. (e.g. UndocuAlly training for staff serving undocumented students, Undocumented Student Task Force, etc.) •Participates on divisional committees on behalf of the Office of the Registrar (i.e. Admissions and Enrollment Connect, Go Big/Strategic Planning Initiatives, etc.). •Represents the Office of the Registrar and/or campus at meetings of UC General Counsel and UC Residency Deputies and UC Registrars (as required). •Oversees event planning of the UC Residency Workshop when hosted at UC Berkeley. •Designs, maintains and executes all residency-related workshops and training for campus staff. •Maintains and updates residency information on OR website. Creates residency publications and literature.•Excellent analytical and organizational skills. Attentive to detail, highly accurate, and able to formulate logical decisions to complex cases. •Strong planning and project management skills. •Excellent written skills. •Excellent communication skills. Ability to design and create training and informational materials, and to lead training workshops and informational sessions. •Excellent interpersonal and customer service skills. Multicultural competencies; ability to work with diverse populations. Ability to interact effectively and diplomatically with peers, department personnel, faculty, staff, students, parents and administrators. •Strong supervisory experience and skills. Skills in monitoring/assessing people, processes or services to effect improvements. •Working knowledge of desktop and business/technical support systems. •Ability to interpret, understand and communicate complex rules and regulations, and to apply them to factual situations. •Skilled in problem identification, reasoning, and ability to develop original ideas to solve problems and effect business process improvements. •Ability to function in a university environment where various policies and regulations are quickly implemented and continuously monitored. •Strong active listening and critical thinking skills; ability to use these skills to isolate key elements of each case, while making decisions in a highly consistent manner in the face of divergent facts. •Ability to handle difficult or volatile situations/cohorts effectively. •Ability to use multiple systems and different types of technology. •Ability to work independently and as a team. Ability to use sound, professional judgment in decision-making. •Ability to work well under pressure, with competing priorities, and at times a displeased constituency, displaying professionalism and tact. •Ability to multitask and work with frequent interruptions, to delegate work appropriately and effectively, to meet competing deadlines, and to maintain a high level of productivity. •Ability to maintain confidentiality and security of student records following confidentiality rules established by FERPA, the State of California and the University. •Knowledge of policies, regulations and laws governing student privacy.
Education/Training: •Bachelors degree in related area and/or equivalent experience/training •Experience or training recommended in any of the following: counseling, advising, student affairs, business management, public policy, legal studies, law, or related area
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.