Career Center

Enrollment and Records Adviser

Location: Santa Cruz
Job ID: 61803

JOB POSTING

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INITIAL REVIEW DATE (IRD)

Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. Materials submitted after the IRD will ONLY be forwarded at the request of the hiring unit. To ensure your application is routed for consideration, submit your materials before 11:59 p.m. on the IRD. Talent Acquisition cannot accept application materials outside of the jobs portal, and is unable to update submitted applications on an applicant's behalf, or forward communications to the hiring units. For more information about the IRD and the applicant review process, view this link.

The IRD for this job is: 12-12-2023



ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

DEPARTMENT OVERVIEW

The Office of the Registrar maintains an accurate academic record for each student who enrolls at the University of California, Santa Cruz, and provides timely, accurate, and responsive services to students, faculty, staff, and the public. The Registrar supports student retention and graduation by educating and coaching students through the complexities of University policy and procedures and enables successful progress toward students' dreams of advanced education and professional opportunities.

Office of the Registrar areas of responsibility include contributions to policy development and implementation; participation with the Academic Senate's Committee on Educational Policy (CEP), Committee on Courses of Instruction (CCI), and Graduate Council (GC) in curriculum, course, and program approval; academic advising and degree audit support; functional processing oversight of the Academic Information System (AIS) and other systems including, Curriculum Approval and Tracking system (CAT), Coursedog for classroom and event scheduling; classroom scheduling and advocacy for renovations; enrollment and fee assessment; grading and transcripts; graduation and diplomas; maintenance of student academic record integrity; preservation of permanent student academic records; enrollment reporting and data analysis; protecting the privacy of student academic records; certification of veteran student education benefits; and determination of legal residence for fee purposes.

More information can be found at:https://registrar.ucsc.edu/

JOB SUMMARY

Under general direction of the Assistant Registrar, the Enrollment and Records Adviser works on operational and/or procedural assignments that require the exercise of considerable discretion and independent judgment. The incumbent understands implications of work and makes recommendations for solutions. Determines methods and procedures on new assignments. The Enrollment and Records Adviser provides student specific information in a timely manner about enrollment, grades, and other pertinent student record information. The incumbent processes various enrollment, graduation, and other records related requests. Processes, file, and maintains transcripts and other student records. Applies professional Registrar student service based concepts to student record functions. The incumbent also provides information and enforcement of institutional, state, and federal policies, procedures and regulations. Receives direction regarding more complex programs.

APPOINTMENT INFORMATION

Budgeted Salary: $27.32 - $27.92/hourly. Salary commensurate with skills, qualifications and experience.
Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.

Benefits Level Eligibility: Full benefits

Schedule Information:

• Full-time, Fixed
• Percentage of Time: 100%, 40 Hours per Week
• Days of the Week: Mon-Fri
• Shift Includes: Day

Employee Classification: Career appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: CX - Clerical/Admin

Job Code Classification: 004722 (BLANK AST 3)

Travel: Never or Rarely

JOB DUTIES

20% - Enrollment

• Primary enrollment responsibilities include supporting quarterly adds and issues with parameters (enrollment appointments, prerequisites, restrictions, capacity, etc.), drops, class exchanges, wait lists, enrollments for new students attending summer orientation, class withdrawals, enrollment holds, enrollment certifications and student status, change of name, official part-time program, residence status for fee purposes, student leave of absence, and withdrawal from the university. Acts as liaison with National Student Clearinghouse to verify enrollment and degree completion and resolves any discrepancies with data submissions. Coordinates adviser activities: responses to Registrar's Office email account and weekly telephone staffing schedule. Assists students with virtual advising.

20% - Graduation

• Processes graduation requirements and works with colleges and academic departments: updating AIS to show receipt of transcripts from other institutions, initiating numerous electronic communications with student degree candidates, managing preliminary and final graduation lists including honors status, evaluating graduation checkouts and following up on outstanding requirements, verifying completion of degree requirements, and posting degrees.

15% - Records Maintenance and Data Integrity

• Resolves enrollment and grading discrepancies and coordinates updates and corrections to student records: for example, careers, programs, courses, grades, grade repeats, graduation, notations, honors, exceptions from the Academic Senate Committees on Educational Policy (CEP) and Committee on Courses of Instruction (CCI)). Reviews student academic history data regularly, detecting problems and following through with timely manual or automated updates. Rebuilds records in the Academic Information System (AIS) for readmits and others not in AIS. Oversees the student files and the electronic transcripts that do not reside in AIS. This includes planning and providing for discarding, retention and storage of records, as appropriate.

15% - Transcripts

• Coordinates processing and completion of regular transcript requests (with and without evaluations). Acts as liaison with vendor processing transcript requests. Tracks delivery status in response to questions. Processes refunds. Whenever possible, accommodates requests for special service. Maintains inventory of security paper and other supplies.

15% - Privacy of Student Records

• Monitors campus compliance with the Family Educational Rights and Privacy Act of 1974, as amended, and continues the development of FERPA training materials. Works with other Registrar's Office staff members to review privacy practices within the office and provide FERPA training. Responds to subpoenas for student records.

5% - Evaluations

• Processes student (performance) evaluations received from faculty, updating and moving files to import them into the Evaluations system. Reviews class schedule data imported from AIS each term. Regularly identifies and resolves discrepancies, including problems with format and lack of consistency with AIS data. Reviews production data, outstanding evaluation data and timeliness data to manage volume and assure quality control. Monitors email account and weekly telephone staffing schedule. Assists students with virtual advising.

5% - Services

• Performs notary services for student records.

5% - Support

• Supports the Assistant Registrar in training and supporting the Registrar's Office Intern and Student Assistants.

REQUIRED QUALIFICATIONS

• High school diploma or equivalent experience.
• Thorough working knowledge in administrative procedures.
• Thorough working knowledge of common University-specific computer application programs and productivity software, with processes including word processing, spreadsheet and database applications.
• Excellent verbal communication and active listening skills.
• Excellent customer service orientation skills.
• Great written communication skills.
• Demonstrated problem identification and critical thinking skills.
• Great interpersonal and work leadership skills to provide guidance to other nonexempt personnel.
• Great organizational and multitasking skills with the ability to prioritize work and meet deadlines.
• Working knowledge of policies, regulations, and practices with student records services.
• Ability to work with people from diverse cultures and apply working knowledge of policies to individual situations in a diverse learning community.
• Experience using complex databases.
• Ability to provide excellent constituent service skills with all interactions.
• Ability to establish and maintain cooperative relationships with campus departments.
  
  

PREFERRED QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience / training.
• Notary.
• Working knowledge of University policies, processes, and procedures and of Federal and California laws pertaining to the privacy rights of students and access to student information.
• Knowledge of specialized registrar core functions (e.g., degree requirements, special enrollment, veterans' benefits, and residency).
• Working knowledge of Oracle/PeopleSoft Campus Solutions system, as well as other student-based computing environments.
• Knowledge of languages other than English, both written and oral.
• Demonstrated experience working with veteran, international; Lesbian, Gay, Bisexual, Transgender, Queer (LGBTQ); African American; Indigenous American; undocumented; and/or disabled student populations.
  
  

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Ability to work long periods of time at a computer with or without accommodation.
• The selected candidate will be required to work all scheduled hours on-site.
• This position requires the ability to report to campus to work in-person as operationally required, with reasonable notice as determined by your manager; travel expenses not covered.
• Ability to work a variable schedule.
• Ability to work overtime including evenings, nights, weekends and holidays to meet operational needs, and work an alternate work schedule shift as required.Ability to maintain appearance and conduct suitable for working in a professional setting.
• The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program.
• Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here.

SAFETY STATEMENT

All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

EEO/AA

The University of California is an Equal Employment 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, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.



APPLICANTS ARE REQUIRED TO USE THE UCSC ON-LINE PROCESS
View full job description and access on-line application:
https://careerspub.universityofcalifornia.edu/psp/ucsc/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=11&JobOpeningId=61803&PostingSeq=1

To ensure review of application materials by the hiring unit, they must be submitted on or before the initial review date (IRD) via the Staff Employment Opportunities web site; https://jobs.ucsc.edu. A computer is available at the UC Santa Cruz Staff Human Resources Office located at Scotts Valley Center. The Scotts Valley Center is located at 100 Enterprise Way, Suite E100, Scotts Valley, CA 95066. To learn more or to request disability accommodations, call 831-459-2009. Hearing impaired are encouraged to use the California Relay Service at 800-735-2922. UC Santa Cruz is an Equal Opportunity Employer.

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, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.







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