General Information
| Job Description | REGISTRAR SPEC 3 | Working Title | Degree Audit and Graduation Specialist |
|---|---|---|---|
| Job Code | 006156 | Grade | 20 |
| Department Name | Registrar - D01193 | Department Head | Bracken Dailey |
| Supervisor | Annette Lerma | Effective Date | 10/02/2022 |
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 Degree Audit and Graduation Specialist is responsible for the management of the Senate approved curriculum within the degree audit for all undergraduate majors, for maintaining the departmental 4-year course plans, ensuring all students are accurately reviewed for graduation, and students with completed curriculum have an appropriate conferred degree. As a member of the Registrar's Office, this position plays a key role in maintaining the integrity of the student record and providing a high standard of customer service. |
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 |
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
Develops and implements registrar core functions such as classroom and course scheduling, degree audits, transcript activities, residency, grading etc.
|
50 |
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.
|
10 |
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 |
Participates in decision-making and testing process regarding the development and maintenance of student record systems.
|
10 |
Identifies and implements database elements, queries, and reports needed to monitor programs.
|
10 |
| Coordinates with campus departments, other UC campuses, and external agencies to implement and evaluate student-focused activities, programs, and services. | 5 |
Recommends new or revised internal practices and procedures.
|
5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Skill in effectively analyzing and interpreting policies, practices, and guidelines with strict attention to detail in all areas of work. | Required |
| Working knowledge and demonstrated ability to use complex databases. | 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 |
| Ability to work with people from diverse cultures. Utilizes excellent constituent service skills with all interactions. | 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 policies, regulations, and practices with student records services. | Required |
| Strong problem identification, critical thinking, and problem solving skills; judgment and decision-making ability. Ability to assess processes and implement improvements. | 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. | Preferred |
| Thorough knowledge of Ellucian's Degree Works software and its components of Scribe, Transit, Student Educational Plans, and Surecode. | Preferred |
| Thorough knowledge of Ellucian's Banner student information system particularly in the areas of academic history, transfer articulation and degree conferral. | Preferred |
| 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 |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|---|
| Shift Work (hours outside standard Mon-Fri 8AM-5PM work hours) | Required |
Other Special Requirements & Conditions
|
|
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 |