Job Requisition Number: 26986. 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.
The Assistant Registrar is responsible for all Berkeley campus undergraduate student academic records. This function is one of the most important responsibilities of OR. These records play a fundamentally important part in the lives of individual students, and, determine their access to future academic and professional activities. They are important to all other colleges and Universities in the United States and many others in that they reflect directly what an individual student accomplished at Berkeley. Finally, they are most important to the Berkeley campus itself in they reflect and record all the instructional activities that have taken place here for undergraduates. This Assistant Registrar position works alongside and in collaboration with two other Assistant Registrars who are responsible for student service, graduate records, transcripts and diplomas. The position reports to the Associate Registrar for Curriculum, Student Records, and Graduation.
Managing Data & Systems (20%): •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 analyses for complex academic, data, systems and resource projects working directly with all levels of managers. •Recommends enhancements, additional configuration and opportunities for optimizing functionality related to the student record within the student information system. •Evaluates and tests new configuration, data cleanup and authorizes final implementation with the Student Information Systems (SIS) team in collaboration with the OR team. •Assists with trouble-shooting and isolating system problems. •Responds to problems and inquiries from academic departments, faculty, and students related to undergraduate records. •Provides guidance and information to students, parents, faculty, and staff on policies, procedures, and regulations with regard to student records, and graduation.
Business Process Improvement (15%): •Works with staff to generate and test new ideas for improving service and operations. •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. •Serves as a resource for defining student records issues in the Campus Solutions (CS) Student Information System, data cleanup efforts and improvements in the configuration and capabilities of CS in the Student Records module.
Strategic Planning & Analysis (15%): •Prepares procedures, regulations and other instructions for issuance to departments. •Helps to develop proposals and recommendations to guide and support a broader strategic direction for the organization. •Partners with other OR unit leads (diplomas, enrollment, scheduling, residency, and student services) to coordinate and implement a daily Central Operations Calendar. •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 Department systems. •Coordinates all undergraduate records updates and procedural changes developed at these meetings. •Establishes and maintains contacts internally and with external constituents for the collection and exchange of data. •Plans and coordinates the production of records materials each academic term for all undergraduate students. •Collaborates in the review of all reports and determines which are to be maintained on the CS Report Center. •Determines dates for generation of reports for use by internal staff as well as academic and administrative offices campus-wide.
Provides Oversight of Operations (30%): •Oversees final undergraduate campus graduation checkout ensuring that graduating students meet minimum overall unit and GPA requirements; have no outstanding financial obligations; and are not being held for conduct violations. •Updates and corrects academic records for all current undergraduate students to maintain integrity of Berkeley academic record and to support high quality advising critical to advancing students’ learning and co-curricular experiences. •Provides guidance and direction to Academic Record Evaluators on complex procedural and operational issues. •Updates, interprets and enforces the policies and procedures to protect privacy of student data and academic records. •Maintains an administrative calendar of the academic operations and production cycle related to undergraduate records. •Communicates priorities and deadlines to staff, coordinate work of the unit to ensure smooth operations amidst complex and overlapping cycles. •Provides support for campus advising units to ensure they have the training and access to the data and tools needed to verify students have completed academic requirements. •Supports areas of operation that are required for federal compliance including 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); compliance in accordance with the Family Educational Rights and Privacy Act, Title IX and the ADA; and provides confidential services and records management for protected students
Supervision (20%): •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 member’s unique development goals. •Monitors employee performance and provides feedback, direction and assistance. •Counsels and evaluates employee performance. •Recommends an employee for promotion when merited and for corrective action when warranted. •Oversees job searches, hiring, and separation of employees. •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. •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.•Experience with Campus Solutions (PeopleSoft) or similar student information systems. •Proficiency with Microsoft Office, Google Apps, and collaboration tools. •Proficient with the Internet, email and social media. •Ability to easily learn new systems and applications. •Team player, demonstrated success working with cross-functional teams of peers to analyze and solve problems. •Strong written and verbal communication skills, including the ability comfortably craft and present ideas and proposals in clear, compelling written language. •Able to communicate effectively with all levels of staff, students and instructors. •Active listener, cultivation of trust and ability to motivate others to participate and contribute their ideas and opinions. •Demonstrated leadership skills (i.e., experience as a supervisor and/or trainer or other applicable experiences) •Strong skills in analyzing and synthesizing large amounts of data for preparing sound and relevant proposals. •Ability to multi-task within demanding time-frames. •Ability to use discretion and maintain confidentiality and security for student records following confidentiality rules established by FERPA, the State of California, and the University. •Ability to understand detailed rules, policies, and procedures and to apply them to factual situations. •Knowledge of federal regulations related to student records. •Ability to formulate, communicate and implement a plan of action to accomplish assigned tasks. •Capable of sound, independent judgment and self-motivation and work that is factually reliable, thorough and timely. •High regard for the academic integrity of UC Berkeley’s student records data. •Dedication to protecting standards of accuracy and fairness that reflect and honor the outstanding achievement of generations of UC Berkeley students and scholars. •Familiarity with project management. •Organizational and time management skills. •Ability to prioritize work and meet deadlines. •Problem identification and critical thinking skills. •Creative, open and solution oriented approach to problem resolution. •Ability to work with people from diverse cultures and people who have diverse values, perspectives, interests, talents and skills.
Education/Training: •Bachelor’s degree in related area and/or equivalent experience/training.
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.