Assistant Registrar (Administrator I) Registrar's Office (10373)

  • San Francisco
  • San Francisco, California
  • Nov 28, 2019
Full Time Records Management

Job Description

Description:
Assistant Registrar

SF State University
San Francisco State is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager.

Applicants may visit titleix.sfsu.edu for more information on SF State's policy prohibiting discrimination, and how to file an online report using the procedures under Executive Order 1096 Revised. Inquiries can be directed to the campus Title IX Coordinator and Discrimination, Harassment, and Retaliation Administrator by calling (415) 338-2032 or emailing vpsaem@sfsu.edu.

San Francisco State is a 100% Smoke/Vapor-Free Campus. Smoking or Vaping of any tobacco/plant-based substance is not permitted on any University properties.

The person holding this position may be considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

This position may be a "designated position" in the California State University's Conflict of Interest Code. The successful candidate accepting this position may be required to file Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.

Department*
Registrar's Office

Appointment Type*
At will

Time Base*
Full-Time (1.0)

Work Schedule*
Monday to Friday; 8:00 a.m. to 5:00 p.m.

Anticipated Hiring Range*
$5,833.00 to $6,166.00 per month ($70,000.00 to $74,000.00 annually)

Position Summary*
Reporting to the University Registrar, the Assistant Registrar is a member of the Office of the Registrar's leadership team with the University Registrar and Associate Registrar. Together, this team collaborates to make decisions and to develop procedures that support SF State students, staff, faculty and administrators. The Assistant Registrar is primarily responsible for the staff and systems that support Academic Advising and Undergraduate Degree Evaluations at SF State. This position provides leadership in developing policies and procedures that will result in timely graduation decisions. The timeliness of these decisions are dependent on providing staff, faculty and students with accurate and thorough degree progress reports and the development of an automated graduation application process. The Assistant Registrar must be familiar with both the Academic Advising and Student Records modules within Campus Solutions (CS). This knowledge is key to accomplishing graduation and Degree Progress Report (DPR) tasks as well as providing support in other areas of the Registrar's Office.

The Assistant Registrar is responsible for recruiting, hiring, training and evaluating the staff who evaluate undergraduate degree applications; create and maintain DPR rules for General Education, University Requirements, majors, and minors; apply substitutions and exceptions to those rules; and work with academic departments to resolve issues concerning web exceptions, grading, Coursematch enrollments, Pre-Requisite Checking, Degree Planner, and the Academic Advisement Module in CS. The Assistant Registrar also works with Athletics to determine NCAA Division II eligibility and is on the Board of Appeals and Review Committee. The Assistant Registrar works closely with the Student Records Functional Business Analyst and Academic Advising Analyst to run audits and communicate to the SF State community. In addition to CS, the Registrar's Office uses its legacy system for research, On-Base for scanned documents, and Microsoft Office.

As part of Student Affairs & Enrollment Management (SAEM), the Assistant Registrar will establish positive working relationships with Academic Affairs and Administration and Finance as well as other units on campus in order to ensure that the views and needs of SAEM are considered when changes to programs and/or systems are initiated by other units. These relationships also ensure a smooth flow of information, as well as data, between the Office of the Registrar and other areas. These relationships also contribute to ensuring that there is compliance with the Family Educational Rights and Privacy Act (FERPA) and all federal, state, SF State and California State University (CSU) regulations.

Position Information
DEVELOPMENT, MAINTENANCE AND ENCODING OF DEGREE PROGRESS REPORT/ADVISEMENT MODULE
-Oversee the encoding and updating of student Degree Progress Reports (DPR) based on their majors using SF State bulletin copy, academic department materials, and data provided by the office of Academic Planning and Assessment.
-Work with the DPR/Degree Evaluations staff to test majors, minors, and to meet with department chairs to clarify how the DPR works and what it can do for them and their students.
-Encode, update and maintain prerequisite checking programs, transfer totals, general education certificates and pre-graduation checks.
-Coordinate with the Undergraduate Admissions, Graduate Admissions and University Advising Center with training to understand discrepancies with the DPR and processing substitutions, exceptions, and rule maintenance.
-Work with the Registrar's Office Communications Analyst to update informational web sites, forms, and communications concerning the Degree Progress Report.
-Oversee the creation and maintenance of related documentation.

UNDERGRADUATE DEGREE EVALUATIONS
-Oversee the final evaluations of all Undergraduate Degree Applications.
-Coordinate with the Undergraduate Advising Center and College Advising Centers to address initial denials and students with missing requirements from resident and transfer work.
-Work with the Registrar's Office Communications Analyst to update informational web sites, forms, and communications concerning the Undergraduate Degree application.
-Work with the Advising Module Analyst to create and maintains audits, reports, queries to fully automate degree evaluations.

PRE-REQUISITE CHECKING, COURSEMATCH/AB386 ENROLLMENT
-Coordinate with departments to create and maintain pre-requisite checking within CS
-Coordinate with departments, ITS, and the Chancellor┬┐s office the enrollment and reporting of grades for Coursematch and AB 386 courses

PROFESSIONAL BEHAVIOR
-Demonstrate behaviors that are in line with the User Friendly Principles (P530C) and Principles of Conduct for a Multi-Cultural University (P30D)
-Demonstrate safe work practices for oneself, others and the office environment.

OTHER DUTIES AS ASSIGNED

-Structure Work: effectively manage and directs workflow, creates clear position descriptions, clarify roles and expectations; improve processes for efficiency and effectiveness, empower employees, and delegate work.
-Manage Talent: hire, coach, and develop employees; ensure a level of diversity that encourages every employee to contribute to their fullest potential.
-Inspire Performance: set clear goals, monitor performance, coach for results, recognize and address performance outcomes
-Build Teams: build trust and collaboration among direct reports, peers, campus stakeholders, and supervisors
-Use & Share Information: convey effective oral and written communication to large and small groups.
-Steward of financial planning and fiscal management; apply policies, procedures, and campus protocols.
-Adopt technology for improved performance; retain knowledge of applicable Collective Bargaining Agreements; project professional presence and nonverbal behavior.
-Facilitate Change: encourage others to develop innovative approaches to addressing problems and opportunities; facilitate the implementation and acceptance of change within the workplace.

-Bias toward collaboration and teamwork.
-Effective communication skills.
-Customer/Client Focus with an emphasis in problem solving and resolution.
-Personal effectiveness and credibility as demonstrated by interpersonal and professional confidence.
-Diversity and inclusion.

Minimum Qualifications*
-Bachelor's Degree and a minimum of 2 years of progressively responsible experience in managing/leading/directing student records and enrollment staff within a college/university.
-Demonstrated experience within a comprehensive university environment working with a highly diverse student and staff population.
-Excellent written and oral communication skills and ability to explain complex concepts sensitively to students, their families- and community stakeholders.

Preferred Qualifications
-Bachelor's Degree and a minimum of 2 years of progressively responsible experience in managing/leading/directing student records and enrollment staff within a college/university.
-Demonstrated experience within a comprehensive university environment working with a highly diverse student and staff population.
-Excellent written and oral communication skills and ability to explain complex concepts sensitively to students, their families and community stakeholders.

Pre-Employment Requirements
This position requires the successful completion of a background check.

Benefits
Threaded through our Total Compensation package is a commitment to Bridging Life's Transitions. SF State is committed to providing our employees with a comprehensive program that rewards efforts that are appreciated by your colleagues, students and the customers we serve.

We offer a competitive compensation package that includes Medical, Dental, Vision, Pension, 401k, Healthcare Savings Account, Life Insurance, Disability Insurance, Vacation and Sick Leave as well as State Holidays and a dynamic Fee Waiver program, all geared towards the University's commitment to attract, motivate and retain our employees.

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How To Apply
**THE ONLINE RECRUITMENT SYSTEM WILL ALLOW ONLY ONE FILE ATTACHMENT FOR EACH SUBMISSION**

Submit an online application and upload in one file attachment your resume, cover letter, describing your specific qualifications for each position AND three (3) professional references who can comment upon your education and/or job related experience.

SF STATE IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (i.e. H1-B VISAS).

The Human Resources office is open Mondays through Fridays from 8 a.m. to 5 p.m., and can be reached at (415) 338-1872.

Application Deadline
Open Until Filled.

Review of applications to begin 10/03/2019.

Please note that this position, position requirements, application deadline and/or any other component of this position is subject to change or cancellation at any time.
Closing Date/Time: Open until filled