Payroll Title: Assistant Registrar for Residency and Student Services | Registrar Specialist 4
Job Code: 6155
Job Open Date: 6/23/23
Application Review Begins: 7/11/23
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Department Code (Name): REGT - Office of the RegistrarPercentage of Time: 100%
Union Code (Name): 99 - Non-Represented (PPSM)
Employee Class (Appointment Type): 2 - Staff: Career
FLSA Status: Exempt
Classified Indicator Description (Personnel Program): PSS
Salary Grade: Grade 22
Hiring/Budgeted Salary or Hourly Range: The budgeted salary range that the University reasonably expects to pay for this position is $68,700-$80,000.
Full Salary Range: $68,700-$132,500. Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University.
Work Location: Student Affairs & Admin Svs - 1101
Working Days and Hours: Monday-Friday, 8am-5pm
Benefits Eligibility: Full Benefits
Type of Remote or Hybrid Work Arrangement if applicable: N/A, Required to be on campus.
Special Instructions
For full consideration, please include a resume and a cover letter as part of your application.
Department Profile
The Office of the Registrar establishes and maintains the academic records of the university and provides students with the enrollment services necessary to attain their educational goals. We support the mission of the university by providing accurate, responsive, and respectful service through the continual development of our staff, policies, procedures, and technology. We promote an atmosphere of open communication and mutual support where effort, creativity, and growth are encouraged and acknowledged.
Benefits of Belonging
Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC
Brief Summary of Job Duties
Manages the Student Services unit of the Office of the Registrar, which is responsible for student support services concerning enrollment, UC Special Enrollment Programs, and UC residency requirements. Supervises staff in the areas of enrollment, including, but not limited to, the enforcement of academic policies related to registration, withdrawal, readmission, and refund of tuition; as well as UC residency for tuition purposes and UC Special Enrollment Programs. Formulates procedures for these areas to ensure accurate, efficient, and timely delivery of student services that are in compliance with regulations and support departmental objectives. Represents the Office of the Registrar on campus-wide administrative and academic committees. As a member of the Office of the Registrar Management Team, collaborates on short-term problems and long-range planning. Serves as campus Residence Deputy, and has full programmatic responsibility for residency determination for all UCSB students. Collaborates closely with the Office of the President, Office of General Counsel, and UC campuses to define and revise UC Residency Guidelines and procedures for determining residency for tuition purposes. Actively involved in policy interpretation and implementation, systems development initiatives, and the development of new or revised business processes, paying special attention to their interaction with existing policies and processes, and their impact on students. Works closely with staff in the Office of the Registrar, Colleges, Financial Aid, BARC, and Summer Sessions to define scope and objectives for relevant systems, applications, and functionalities based on a solid understanding of applicable business processes, policies, and requirements.
Required Qualifications
- Bachelor's degree or equivalent combination of education and experience.
- Managerial ability: Able to lead and engage collaborative teams that value continuous improvement.
- Strong interpersonal skills: Ability to interact positively and work effectively with a wide and diverse range of constituents; advanced written and verbal communication skills.
- Ability to problem-solve and use professional judgement: Employs an analytical, holistic, and systemic approach to address problems; ability to balance institutional policy, practices, and resources within a diverse learning community.
- Innovative and change management: Ability to assess business processes, identify operational gaps, and implement improvements; including technical and non-technical processes and systems.
Preferred Qualifications
- Prior experience with registrar-related functions, including student records privacy and/or FERPA.
- UC policy knowledge - Awareness of UC and/or UCSB policy related to academic records, and student academic programs and degree requirements.
- Knowledge of common UCSB and/or registrar-specific software.
Special Conditions of Employment
- Satisfactory conviction history background check
- UCSB is a Tobacco-Free environment
Job Functions/Percentage of Time/Duties
Management and Supervision - 25%
Manages the Student Services unit of the Office of the Registrar, which is responsible for student registration and enrollment, UC special enrollment programs, and UC residency for tuition purposes. Supervises specialists in the areas of enrollment (e.g. withdrawal, readmission, course access, etc.), tuition and fees, special enrollment programs, and residency. Develops and implements procedures to streamline and improve operations of the Student Services unit. Provides guidance and direction to the Student Services staff on the most complex and sensitive issues and circumstances. Monitors employee performance and provides direction and assistance. Coaches and mentors staff, and is a resource on complex issues and/or escalated customer service problems. Counsels and evaluates employee performance, and provides training to subordinates. Recommends employees for reclassification when warranted. Recommends corrective action, hiring, and separation of employees when appropriate. Ensures staff adheres to internal controls. Ensures unit staff and practices are in support of FERPA and UC policies regarding student records and document handling and processing, including authentication, storage, and retention. Oversees FERPA training and addresses compliance issues related to unit employees. Serves as a member of the Office of the Registrar Management Team in which short-term problems and long-range planning are collaborated on by management-level staff. Represents the Office of the Registrar on administrative committees when needed.
Residence Deputy - 40%
Serves as campus Residence Deputy, the highest campus-level authority on residency for tuition purposes. Has full programmatic responsibility for residency determination for all UCSB students. Oversees the determination of California residency status based on expert knowledge and understanding of applicable federal and state laws and UC policies (e.g. California Education Code with Sections 68000 and 66025.3; UC Regents Standing Order 110.2; the Immigration and Naturalization Act, Department of Homeland Security procedures, forms, and classifications; University regulations and residency guidelines; state and federal domiciliary regulations as applied to citizens and non-citizens, immigrants and non-immigrants; etc.). Uses advanced critical thinking skills and sound judgment to analyze and resolve complex residency issues, such as unusual immigration or domiciliary situations, complicated financial dependency or trust situations, or military or other exemptions. Reviews subjective evidence to make decisions on unique issues, sometimes without precedent. Collaborates closely with the Office of the President, Office of General Counsel, and UC campuses to define and revise UC Residency Guidelines and procedures for determining residency for tuition purposes, as well as on complex legal interpretations and regulation changes. Serves as campus expert on residency, and provides training and guidance as needed to campus departments and staff, secondary schools, college counselors, military representatives, student designated representatives, and the general public. Provides data and analysis regarding residency-related issues for student support planning, budgetary planning, proposed policy changes, resource allocation, and other needs.
Policy & Analysis - 20%
Ensures adherence to University, State, and Federal operational policy (e.g. regarding residency, fees, enrollment, etc.), and assists the Associate Registrar on policy procedure, research, and interpretation. Coordinates with relevant systemwide bodies, such as the UC Office of the President, the UC Office of General Council, and the UC Residence Deputies, to confirm interpretation of newly legislated policies, and apprises impacted departments of relevant changes and their implementation. Provides guidance to the Student Services staff in the review, interpretation, and implementation of policy directives from the campus, UC Office of the President, or UC Office of General Counsel. Works closely with staff in the Office of the Registrar, Colleges, and Academic Departments to define scope and objectives for new policies, systems, applications, and functionalities based on a solid understanding of applicable business processes and requirements. Develops, recommends, and implements internal procedures to ensure compliance and accurate service delivery. Guides the Student Services Unit in the documentation of requirements, guidelines, policies, and procedures. Corresponds with the Office of the Registrar and other impacted departments regarding changes in enrollment and residency policy and procedures. Handles a wide variety of escalated policy issues and concerns from students, Job Standards and internal/external clients. Continually seeks ways to improve customer service while adhering to policy, and proposes appropriate changes to policies, procedures, or workflow.
Registrar Systems Management - 10%
Serves as functional lead for internal decision-making and testing process regarding the development and maintenance of systems related to residency. Serves as a member of interdepartmental project teams, providing specialized functional knowledge to facilitate student systems design. Develops procedures and protocols related to Registrar information systems that support the functional areas of enrollment, residency, and special enrollment programs. Provides quality assurance reviews to ensure compliance with federal, state, University, and external agency regulations, policies, and terms. Ensures campus systems meet student record privacy requirements, and that staff know how to use student systems in a way that protects student data. Provides feedback to management on gaps of service to clients, and develops new procedures or proposals to change/enhance student systems. Determines timelines, production schedules, and testing and quality assurance plans for student systems. Coordinates functional signoff of new systems development. Develops and coordinates the functional specifications for new systems components and enhancements. Serves as an expert functional resource to the developers/analysts in new application and system development efforts. Works closely with staff in the Office of the Registrar, Colleges, and Academic Departments to define scope and objectives for new systems, applications, and functionalities based on a solid understanding of applicable business processes, policies, and requirements.
Other Support Areas - 5%
Participates in meetings, training, and professional development opportunities. May be assigned other duties.
Vaccinations Programs – Including SARS-COV-2 (COVID-19)
As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs – With Interim Amendments.*
As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals** must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.).
Federal, state, or local public health directives may impose additional requirements.
For more information, please visit:
- UC Santa Barbara COVID-19 Information https://www.ucsb.edu/COVID-19-information
- University of California Policy on Vaccinations – With Interim Amendments https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy
- August 5, 2021 California Department of Public Health (CDPH) Order (Heath Care Worker Vaccine Requirement) https://www.cdph.ca.gov/Programs/CID/DCDC/Pages/COVID-19/Order-of-the-State-Public-Health-Officer-Health-Care-Worker-Vaccine-Requirement.aspx
- Note: UC will be updating the COVID-19 vaccination policy to systemwide opt-out program (May 23, 2023) https://ucnet.universityofcalifornia.edu/news/2023/05/uc-updating-covid-19-vaccination-policy-to-systemwide-opt-out-program.html
** Covered Individuals: A Covered Individual includes anyone designated as Personnel, Students, or Trainees under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.
Equal Opportunity/Affirmative Action Statement
UC Santa Barbara is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.
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