General Information
| Job Description | REGISTRAR SPEC 3 | Working Title | Registrar & Career Services Specialist |
|---|---|---|---|
| Job Code | 006156 | Grade | 20 |
| Department Name | SOM - Student Affairs - D02001 | Department Head | Emma Simmons |
| Supervisor | Christina Granillo | Effective Date | 07/12/2021 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Generic Scope
| 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. |
Custom Scope
| 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. |
Department Custom Scope
| The Registrar / Career Services Specialist will assist the SOM Registrar with developing and maintaining student record systems. Recommends policy, procedural, and process changes to ensure compliance and accurate student record maintenance and services. Processes enrollment of students (registration, withdrawals and leaves), updates transcripts and maintains student administrative files. Collects and organizes information for reporting to local, regional and national agencies. Updates student handbook and provides support to MEC and professional committees as needed. Coordinates matriculation and graduation process. Counsels undergraduate and graduate students and alumni on career options and specialized opportunities and conduct/implement workshops, programs and other opportunities. Advises students in a limited area of career services (including counseling, career planning or residency competitiveness). Responsible for maintaining, clarifying, coordinating, collecting and disseminating clinical onboarding documents; maintaining and certifying regulatory compliance requirements; modifying workshops and presentations as needed. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in related area and/or equivalent experience/training. | Required |
Experience Requirements
| Experience | Requirement |
|---|---|
| 4 - 7 years of related experience. | Required |
| Previous experience in a medical school or residency program. | Preferred |
| Demonstrated progressively responsible student affairs experience in a university setting, including effectively advising and counseling students. | Required |
| Demonstrated experience with UC policies and procedures. | Preferred |
| Previous UC experience. | Preferred |
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
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.
|
20 |
Coordinates with campus departments, other UC campuses, and external agencies to implement and evaluate student-focused activities, programs, and services.
|
20 |
| Applying professional career counseling concepts, counsels undergraduate and graduate students and alumni on career options and opportunities. Counsels students and assists with workshops, programs and opportunities. Counsels undergraduate and graduate students and alumni on career options and specialized opportunities. Works closely with staff, faculty mentors and other local/national resources to help students achieve their career goals. Provides guidance/assistance in researching educational and occupational opportunities. Helps with decision making, goal setting, action planning, and identifying internal/external obstacles to obtaining goals. Implements outreach efforts to increase participation and interest in programs and services. | 15 |
| Conducts and adapts workshops and programs to meet students' and staff members' needs and works with the Student Affairs team to organize and carry out major events and activities. Provides ongoing support to student leaders participating in medical student council (SOM Mini GSA) and student interest groups/organizations on a wide range of issues. Supports Summer Research and Clinical Externship Program. Participates in the collection and review of the Medical Student Performance Examination. Provides staff support for the Careers in Medicine program. | 15 |
| 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. | 10 |
Develops and implements registrar core functions such as classroom and course scheduling, degree audits, transcript activities, residency, grading etc.
|
10 |
Recommends new or revised internal practices and procedures.
|
5 |
| Provides individual advising on non-routine, sensitive student record issues. | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Working knowledge and demonstrated ability to use complex databases. | Required |
| Strong ability to establish and maintain cooperative relationships with campus departments, UC campuses, and external agencies. | Required |
| Strong written and verbal communication skills. Active listening skills. Customer service orientation. Interpersonal skills. | Required |
| Thorough knowledge of particular Registrar core functions (e.g., degree requirements, special enrollment, veterans' benefits, and residency). | Required |
| Thorough knowledge of advising and counseling techniques. | Required |
| Strong problem identification, critical thinking, and problem solving skills; judgment and decision-making ability. Ability to assess processes and implement improvements. | Required |
| Ability to work with people from diverse cultures. Utilizes excellent constituent service skills with all interactions. | Required |
| Strong organizational skills and ability to prioritize work and meet deadlines. | Required |
| Ability to apply thorough knowledge of policies to a variety of individual situations. Recommends procedures to ensure compliance in a diverse learning community. | Required |
| Thorough knowledge of policies, regulations, and practices with student records services. | Required |
| Ability to use computer systems and applications, presentation skills, verbal communication, written communication, and organization skills. | Required |
| Ability to maintain strict confidence. | Required |
| Knowledge of concepts, principles and practices of event planning, production and public relations. Organizational ability to coordinate student programs and events. | Required |
| Thorough knowledge of common University-specific computer application programs and productivity software. | Preferred |
| 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. | Preferred |
| Basic knowledge of UC programs, career services, recruiting and staffing methods, and employment trends. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|
Other Special Requirements & Conditions
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Level of Supervision Received
| General Supervision |
Environment
Working Environment
| Campus |
Other Requirements
Items Used
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Physical Requirements
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Mental Requirements
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Environmental Requirements
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Critical Position
| Is Critical Position: Yes |