Assistant Registrar (Admin Analyst/Specialist, Exempt III) (10585)

  • San Francisco
  • San Francisco, California
  • Aug 30, 2020
Full Time Administrative Analysis and Research Records Management

Job Description


Working Title
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 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

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.
Registrar's Office
Time Base*
Full-Time (1.0)
Work Schedule*
Monday to Friday; 8 a.m. to 5 p.m.
Anticipated Hiring Range*
$5,908 per month ($70,896 annually)

Salary is commensurate with experience.
Position Summary*
Reporting to the University Registrar, the Assistant Registrar is a subject matter expert who understands the business processes and functional needs graduation evaluation team, and the configuration, regular use, and data structures of student programs and degree progress reports. The Assistant Registrar is the primary liaison between the graduation evaluation team and analyst teams working in the AA module within the Registrar's Office. The incumbent is responsible for coordinating and leading preliminary graduation evaluations for degree candidates, as well as final degree evaluation and awarding at the end of the term, coordinating functional testing and support, and escalating technical issues.

The Assistant Registrar provides leadership to the graduation evaluation team, managing day-to-day work in line with student service targets, as well as leading initiatives related to degree readiness and graduation. 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 training and overseeing the staff who evaluate undergraduate degree applications; apply substitutions and exceptions to those rules; award degrees to eligible students; 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 oversees collaboration with Athletics to determine NCAA Division II eligibility. The Assistant Registrar works closely with the Student Records Functional Business Analyst and Academic Advising Analyst to run degree audits and to communicate with the SF State community. In addition to CS, the Registrar's Office uses its legacy system for research, OnBase for scanned documents, and Microsoft Office.

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
- Oversee the preliminary and 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, and queries to fully automate degree evaluations.
- Liaison for Commencement Office, providing reports and lists of degree candidates to be listed in the Commencement program.

- Provide leadership, outreach, and support to strategic projects (currently including the Degree Progress Report/Gator eDegree project, and SmartPlanner reimplementation).
- Actively partner with Analyst colleagues within the office to redesign workflow processes more efficiently, and to create and maintain documentation of changes.
- Proactively communicate with departments and advisors on degree evaluation process changes. Regularly communicate around dates and deadlines that impact work. Communication includes email messaging, Campus Memo publications, phone calls, meetings with staff and other areas, as well as active participation in Registrar Town Halls.
- Work with stakeholders within the office as well as across campus to ensure our work meets their needs and the needs of our students.

- Oversee adjustments to student degree progress reports, including course substitutions, Bulletin updates, transfer credit, and other adjustments, ensuring they are processed by graduation evaluators accurately and in a timely manner.
- 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.
- Coordinate with departments, ITS, and the Chancellor's office the enrollment and reporting of grades for Coursematch and AB 386 courses

- Coordinate and support staff in providing student-facing services, including email and phone inquiries.
- Lead the team to ensure that all service provided to students is high quality and timely.
- 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.
Minimum Qualifications*
Entry to this classification requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods. This foundation would normally be obtained through a bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.

- Thorough knowledge of and ability to apply extensive expertise to complex programs and/or administrative specialties, including pertinent laws and regulations.
- Demonstrated expertise in and advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management.
- Expertise in administrative survey techniques, operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies.
- Ability to understand problems from a broad, interactive perspective and discern applicable underlying principles to conceive of and develop strategic solutions.
- Ability to work with representatives from public and private entities and handle potentially sensitive situations. Demonstrated consultative skills in working with internal and external constituent groups.
- Ability to effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus.
Preferred Qualifications
- Bachelor's or Master 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.
- 4 years of progressively responsible experience in managing/leading/directing a student records and enrollment team within a college/university.
- Experience encoding Degree Audits within a Student Information System.
- Familiarity with Oracle Campus Solutions (CS).
Sustained computer use. May be required to travel to off-campus locations for special activities or conferences. May be required to work evenings and or weekend events. Must be able to competently interact with a culturally and ethnically diverse population of students, faculty and staff. Employee must refrain from wearing scented products to ensure access for people with chemical sensitivities.
Pre-Employment Requirements
This position requires the successful completion of a background check.
Eligibility to Work*
Applicants must be able to provide proof of US Citizenship or authorization to work in the United States, within three business days from their date of hire.
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.
CSUEU Position
Eligible and qualified on-campus applicants, currently in bargaining units 2, 5, 7, and 9 are given hiring preference.
How To Apply

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.


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
This position is open until filled.

Review of applications to begin 08/10/2020.

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

Job Address

San Francisco, California 94132 United States View Map