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SENIOR ASSISTANT REGISTRAR

Employer
University of California Hastings College of the Law
Location
San Francisco, California
Salary
$64,417 - $78,000 (commensurate with qualifications) plus an excellent benefits package
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SENIOR ASSISTANT REGISTRAR (Sr. Administrative Analyst) Office of the Registrar The University of California Hastings College of the Law was founded in 1878 as the law department of the University of California and was the first law school in California. Over the years, it has built a legacy and reputation of being a preeminent institution comprised of renowned faculty committed to the study of legal theory and research, preparing students for careers in the judicial system, public service and industry.

The College is redefining legal education through an experiential, interdisciplinary, and international approach to the law. By integrating rigorous academics with hands-on practice, the College is preparing its graduates to tackle modern legal challenges.

THE ROLE & RESPONSIBILITIES

This position is part of a dynamic team of Registrar’s Office professionals. The Senior Assistant Registrar is a key member of the Registrar’s Office and provides leadership support in the administrative functions of the department. Under the general direction of the Associate Registrar for Operations, the Senior Assistant Registrar administers projects within the Records Office including, but not limited to, exam administration and grading, student files and records, form processing and student requests, academic progress assessment, enrollment, bar form processing, and graduation clearance. The Senior Assistant Registrar is expected to interpret policy and College guidelines and advise students, faculty and staff to compliance with College and other policies and regulations. The incumbent will work collaboratively to evaluate service levels, develop and deliver new services, promote a self-service model, and incorporate best practices. The position requires short- and long-range planning and attention to detail, knowledge of best practices in records maintenance, and an ability to respond to changing regulations and technologies. The Registrar’s Office has a hybrid work model that allows for some work-from-home days.

Typical duties include, among others:

  • Leading, administering and drafting priorities for scheduling, administration and grading of exams
  • Developing and implementing and documenting procedures, templates, trainings, etc., related to exams and grades, and assisting with tracking faculty compliance with grading deadlines
  • Managing hiring, training and scheduling of proctors; evaluating proctor performance and making recommendations for personnel actions
  • Conducting complex queries in the student information system to generate standardized reports and responding to ad hoc requests
  • Serving as liaison with exam and grading software providers; testing, troubleshooting and supporting implementation of exam and grading software enhancements and conducting staff and faculty training on use of software
  • Performing website updates and website maintenance for grading administration and other areas as requested
  • Performing essential graduation clearance activities, including graduation progress research and problem solving; creating and updating master graduation data file, clearing students for graduation, updating academic credential files, reviewing degree evaluations, and processing graduation status; preparing and updating diploma orders, certifying JD and LLM graduates to take state bar exams, and updating Colleague with bar exam data
  • Conducting transcript and rank analysis to determine various awards including Order of the Coif, Thurston Society, Witkin and Cali awards; preparing lists of students eligible for scholarships for Financial Aid Office
  • Conducting special research projects, including gathering data, compiling and analyzing information
  • Advising Registrar, the Provost & Academic Dean, and Dean of Students on trends and issues; making recommendations and working to implement changes; revising procedures to keep current with changes in the Academic Regulations
  • Assisting the team with overall Registrar’s Office work including, but not limited to, responding to student questions and form requests, enrollment, exam administration and grading, degree progress and evaluations, graduation, bar forms and certifications, and graduation-related inquiries
  • Serving as back-up to others in the office as needed
  • Other duties as assigned

REQUIREMENTS

Education & Experience

  • Master's degree (preferred) or Bachelor's degree with at least six years of experience at an institution of higher education (preferred), non-profit organization or technical industry, or equivalent experience
  • Previous experience in a Registrar's office highly preferred
  • Previous experience working with Ellucian Colleague or other education database
  • Experience administering examinations preferred

Knowledge, Skills & Abilities

  • Working knowledge of AACRAO guidelines for standards of practice and FERPA and other related regulatory compliance mandates
  • Ability to interpret Academic Regulations, and consistently implement institutional & departmental processes and policies
  • Knowledge of Colleague SIS and familiarity with query-building language preferred. Advanced Word processing and Excel skills required.
  • Knowledge or ability to quickly learn ExamSoft software, including course creation and roster management, and file transfer protocol
  • Demonstrated ability to learn and master new software quickly is required
  • Skill in analyzing information, situations and procedures to define problems and formulate conclusions. Ability to manage complex projects with strict deadlines and to prioritize in response to shifting situations. Ability to follow through on assignments with minimal direction and set priorities which accurately reflect the relative importance of the job responsibilities.
  • Ability to complete assignments independently as well as work in a team environment. Ability to exercise good judgment in a fast-paced environment.
  • Respond calmly to students and faculty during high-stress exam situations; have the ability to respond quickly to resolve technical software malfunctions.
  • Excellent written, verbal and interpersonal communication skills
  • Strong attendance record and willingness to work overtime when required. Early morning, evening and weekend hours are typically required during peak periods and exam periods
  • Understanding of and commitment to diversity and inclusion, and to UC Hastings’ Vision, Mission and Values and willingness to work with diverse staff, faculty and students.
  • This job is performed at a workstation in a positive, creative and collaborative environment that may sometimes become noisy
  • May be required to travel to other buildings on the campus. May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations.
  • Ability to push carts between buildings and carry 25 pounds (exam materials).

BENEFITS

Health and Welfare Benefits

  • Comprehensive medical, dental and vision insurance coverage
  • Flexible Spending Accounts for transportation-related, healthcare and dependent care expenses
  • Employee Assistance Program

For your Financial Future

  • Life Insurance, Disability Insurance, and Legal Insurance
  • University of California Retirement Plan (a defined benefit plan)
  • Deferred Compensation Plans/Pre-tax Retirement Savings Programs

For your Work/Life Balance

  • Fourteen paid holidays per year
  • Generous vacation and sick leave
  • Commuter Benefits Program

This full-time, exempt and represented opportunity offers a salary range of $64,417 - $78,000 (commensurate with qualifications) plus an excellent benefits package. To apply: https://uc-hastings.breezy.hr/p/0b1e74ccd75b-senior-assistant-registrar

Failure to provide the information as required on the application form and to include a resume shall immediately disqualify an applicant from employment consideration. This position has been designated as "sensitive" and requires a pre-employment background check. This position is open until filled.

UC Hastings College of the Law is an Equal Opportunity Employer

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