Registrar Specialist 2 – 4 SV

Job Summary

Involves planning, analyzing, developing, and implementing programs and services to maintain stewardship and integrity of student academic records, academic publications, and course and classroom scheduling by managing and enforcing student and institutional academic policies. Interprets relevant regulations such as the Family Educational Rights and Privacy Act (FERPA) to ensure regulatory compliance and protection of student data. Provides services to students (prospective, current and former), parents, and the public and maintains collaborative relationships with faculty, staff and administrators. Utilizes and advances technology systems solutions and best practices.

Job Title	Registrar Specialist 2 SV	Registrar Specialist 3 SV	Registrar Specialist 4 SV
Job Code	5136	5137	5138
Bargaining Unit	SV	SV	SV
FLSA	Non-Exempt	Exempt	Exempt
Generic Scope	Professional who applies acquired job skills, policies, and procedures to complete substantive assignments / projects / tasks of moderate scope and complexity; exercises judgment within defined guidelines and practices to determine appropriate action.	Experienced professional who knows how to apply theory and put it into practice with in-depth understanding of the professional field; independently performs the full range of responsibilities within the function; possesses broad job knowledge; analyzes problems / issues of diverse scope and determines solutions.	Technical leader with a high degree of knowledge in the overall field and recognized expertise in specific areas; problem-solving frequently requires analysis of unique issues / problems without precedent and / or structure. May manage programs that include formulating strategies and administering policies, processes, and resources; functions with a high degree of autonomy.
Custom Scope	Works under the direction of higher-level Registrar Specialist to provide student specific information in a timely manner about enrollment, grades, and other pertinent student record information. Applies professional Registrar student service-based concepts to student record functions. Provides information and enforcement of institutional, state, and federal policies, procedures and regulations. Receives direction regarding more complex programs. This title is bargaining unit only. There should never be an uncovered position.	Working independently under general supervision using professional Registrar student record-based concepts, applies a level of breadth and depth with student record and service delivery practices, policies, and regulations. Typically, the bargaining unit job code should be used for work covered by this title. However, if the position is not covered by the Higher Education Employer-Employee Relations Act (HEERA) due to one of the following reasons—(1) Confidential status, where duties normally require access to confidential information that significantly influences the development of management’s bargaining or grievance positions; (2) employed outside of California at a location with 100 or fewer employees; or (3) Supervisory status, where duties include supervising employees as a regular part of the job—then the position should be listed under the generic title without the “SV” ending.	Applies advanced, specialized expertise in Registrar student record-based concepts, has programmatic responsibility for a registrar services program OR collaborates directly with management in the leadership and design implementation, and evaluation of a Registrar services program. Provides leadership and guidance to lower-level Registrar Specialist, resolves individual, complex student record related situations. Typically, the bargaining unit job code should be used for work covered by this title. However, if the position is not covered by the Higher Education Employer-Employee Relations Act (HEERA) due to one of the following reasons—(1) Confidential status, where duties normally require access to confidential information that significantly influences the development of management’s bargaining or grievance positions; (2) employed outside of California at a location with 100 or fewer employees; or (3) Supervisory status, where duties include supervising employees as a regular part of the job—then the position should be listed under the generic title without the “SV” ending.
Key Resp 01	Provides routine guidance and information to students (current, prospective, and former), parents, faculty, and / or staff regarding enrollment, registration, grading, degree and student record policies, procedures, and regulations.	Interprets regulations and develops or recommends procedures to ensure compliance and accurate student record maintenance and services. Reconciles large volumes of student data from multiple sources. Identifies and resolves mismatches and errors.	Plans and coordinates policy and procedure changes. Develops new, or makes changes to existing registrar forms and workflow processes.
Key Resp 02	Analyzes routine student inquiries, determines relevant issues, and implements or recommends solutions.	Analyzes a variety of student record factors and applies working knowledge of federal, state, University, and outside agency laws, regulations, and policies to determine student record outcomes.	Acts as lead to lower-level Registrar Specialists. Coordinates, implements, evaluates, and reports on complex, specialized government, agency, or University programs. Works with internal and external organizations to develop program policies and coordinate procedures. Interprets regulations, and develops, recommends and implements internal procedures to ensure compliance and accurate service delivery.
Key Resp 03	Participates in outreach services to prospective and current students, staff, faculty, parents, and / or the general public.	Coordinates with campus departments, other UC campuses, and external agencies to implement and evaluate student-focused activities, programs, and services.	Serves as resource on specialized programs and related regulations and policies. Provides training on programs to internal and external department staff.
Key Resp 04	Identifies opportunities for improved internal practices and procedures.	Recommends new or revised internal practices and procedures.	Recommends exceptions to policies. Authorizes changes in student record and registration processes. Develops and implements new or revised internal practices and procedures.
Key Resp 05	Consults with experienced level staff and / or faculty when reviewing more complex student record issues.	Advises departments on existing student record procedures, resources, and options available.	Provides in-depth information on degree requirements and school / college programs and curricula.
Key Resp 06	Participates in testing process regarding the development and maintenance of student record systems.	Participates in decision-making and testing process regarding the development and maintenance of student record systems.	Serves as functional lead for internal decision-making and testing process regarding the development and maintenance of student record systems. Serves as a member of campuswide project teams, providing functional specialized knowledge to facilitate student record systems design.
Key Resp 07	Assists in developing and implementing registrar core functions such as classroom and course scheduling, degree audits, transcript activities, residency, grading etc.	Develops and implements registrar core functions such as classroom and course scheduling, degree audits, transcript activities, residency, grading etc.	Serves as lead resource for the development and implementation of registrar core functions such as classroom and course scheduling, degree audits, transcript activities, residency, grading etc.
Key Resp 08		Provides individual advising on non-routine, sensitive student record issues.	Serves as expert resource, recommends resolution of extremely sensitive, specialized and / or complex issues.
Key Resp 09		Identifies and implements database elements, queries, and reports needed to monitor programs.	Identifies and implements database elements, queries, and reports needed to monitor complex programs. Analyzes reports to resolve programming errors.
Education	Bachelor’s degree in related area and / or equivalent experience / training.	Bachelor’s degree in related area and / or equivalent experience / training.	Bachelor’s degree in related area and / or equivalent experience / training.
Special Condition	Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information, and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have legitimate business need to know. Ensure that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.	Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information, and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have legitimate business need to know. Ensure that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.	Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information, and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have legitimate business need to know. Ensure that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.
KSA 01	Working knowledge of policies, regulations, and practices with student records services.	Thorough knowledge of policies, regulations, and practices with student records services.	Advanced knowledge of policies, regulations, and practices with student records services.
KSA 02	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.	Thorough 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.	Advanced 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.
KSA 03	Ability to apply working knowledge of policies to individual situations in a diverse learning community.	Ability to apply thorough knowledge of policies to a variety of individual situations. Recommends procedures to ensure compliance in a diverse learning community.	Ability to apply advanced knowledge of policies to complex individual situations. Develops and implements procedures to ensure compliance in a diverse learning community.
KSA 04	Problem identification and critical thinking skills.	Strong problem identification, critical thinking, and problem-solving skills; judgment and decision-making ability. Ability to assess processes and implement improvements.	Advanced problem identification, critical thinking, and problem-solving skills; judgment and decision-making ability. Advanced ability to assess processes and implement improvements.
KSA 05	Organizational skills and ability to prioritize work and meet deadlines.	Strong organizational skills and ability to prioritize work and meet deadlines.	Advanced organizational skills and ability to prioritize work and meet deadlines. Project management skills.
KSA 06	Written and verbal communication skills. Active listening skills. Customer service orientation. Interpersonal skills.	Strong written and verbal communication skills. Active listening skills. Customer service orientation. Interpersonal skills.	Advanced written and verbal communication skills. Active listening skills. Customer service orientation. Advanced interpersonal skills.
KSA 07	Working knowledge of common University-specific computer application programs and productivity software.	Thorough knowledge of common University-specific computer application programs and productivity software.	Advanced knowledge of common University-specific computer application programs and productivity software.
KSA 08	Experience using complex databases.	Working knowledge and demonstrated ability to use complex databases.	Advanced experience and demonstrated ability to use complex databases; ability to define specifications for database programming. Proficiency manipulating and analyzing large volumes of data.
KSA 09	Ability to work with people from diverse cultures. Utilizes excellent constituent service skills with all interactions.	Ability to work with people from diverse cultures. Utilizes excellent constituent service skills with all interactions.	Ability to work with people from diverse cultures. Utilizes excellent constituent service skills with all interactions.
KSA 10	Ability to establish and maintain cooperative relationships with campus departments.	Strong ability to establish and maintain cooperative relationships with campus departments, UC campuses, and external agencies.	Advanced ability to establish and maintain cooperative relationships with campus departments, UC campuses, and external agencies.
KSA 11	Knowledge of specialized registrar core functions (e.g., degree requirements, special enrollment, veterans’ benefits, and residency).	Thorough knowledge of particular Registrar core functions (e.g., degree requirements, special enrollment, veterans’ benefits, and residency).	Advanced knowledge of specialized registrar core functions (e.g., degree requirements, special enrollment, veterans’ benefits, and residency).
KSA 12		Thorough knowledge of advising and counseling techniques.	Advanced knowledge of advising and counseling techniques.
Environment	Campus setting and various external venues.	Campus setting and various external venues.	Campus setting and various external venues.