Southern California HERC

Associate Registrar, Records and Registration

Job No: 534128
Work Type: Management (MPP)
Location: Pomona
Categories: MPP, At-Will, Finance/Accounting, Full Time, Telecommute eligible (work onsite as scheduled and/or as requested and telecommute as scheduled)

Type of Appointment: Full-Time, Management Personnel Plan (MPP II)

Anticipated Hiring Amount: $4,583 - $7,490 per month

Work Hours: Monday - Friday 8:00am-5:00pm



THE DEPARTMENT

The Registrar's Office is responsible for the security, integrity and accuracy of academic records, degree progress and evaluation services and the coordination and implementation of academic policies and procedures with academic departments and colleges. The Registrar's Office conducts all registration activities, oversees articulation agreements with other colleges and universities, processes grades, maintains accurate student records, verifies student enrollment data, monitors academic standing, evaluates transfer credit, certifies enrollment, provides preliminary graduation evaluations, verifies degree requirement completion and issues diplomas. The Registrar's Office provides counsels to students as they advance from matriculation to graduation.

DUTIES AND RESPONSIBILITIES

Human Resources and Management

• Hire, train, develop, evaluate performance of staff members. Perform personnel actions that are consistent with bargaining unit agreements and University regulations. This entails that the incumbent maintains current knowledge of university HR rules and union regulations
• Assist in the assessment and possible realignment of current organizational structure in office to meet departmental, division and University level goals and expectations.
• Directly manage and define the duties and responsibilities of the Student Records and Registration staff. Assess performance and provide feedback. Provide, coordinate, deliver and support training and staff development. Counsel or discipline as needed. Recommend promotions, leaves of absence and performance-based salary increases.
• Supervise the selection and recommend appointment of personnel to meet staffing needs.

Oversee Student Records and Registration Unit

• Oversee daily operations of the Records Unit, Student Records, and Veterans Certifying Official, routinely seeking operational and service improvements, ensuring that systems and procedures are in place to provide excellent customer service and support to other units and the campus community.
• Advocate for the increased use of technology in meeting student and staff needs.
• Interact with students, faculty, and staff and administrators and external inquiries to advise on policy and procedural matters relating to Academic Records Services. Resolve problems referred by faculty and staff.
• Ensure effective communication of all policies and procedures through ongoing assessment and improvement of forms, website, letters, training sessions, etc.
• Assist students with registration and enrollment issues that cannot be routinely resolved by lead office staff.
• Ensure the effective and efficient delivery of registration services to attendees of New Student Orientation Sessions. This may include but not limited to the creation and delivery of presentations regarding the use of various enrollments tools/applications, removal of extraneous holds and updating student record information as needed.
• -Training knowledge of veteran affairs and school certifying official

Technology Enhancements

• As part of the Registrar's Office management team, continuously explore the application of various technologies, including social media, to increase the effectiveness and efficiencies of the services and communication strategies of the Units.
• Provide leadership in developing, enhancing and maintaining office systems and procedures. Ensure that procedures and standards adhere to CSU, University, State and Federal policies, especially in the areas of FERPA, registration, record retention and grading. conduct ongoing business process review to proactively provide quality improvement and cost efficiencies.
• Oversee operations to the Students Records Module
• Oversee Compliance and Integrity of Student Records and Registration
• Committee Work and Departmental Leadership

QUALIFICATIONS

• Minimum of a master's degree in Business Administration, Educational Administration, Social Sciences or related field.
• Minimum of three years of progressively responsible work experience in higher education registration and records operations.
• Minimum of one year leading and/or supervising the work of others

Collaborative management style, outstanding written and oral communication skills and a

demonstrated ability to lead staff. Understanding of and demonstrate a commitment to diversity. Ability to effectively utilize technology in the delivery of services. Ability to problem solve, collect, and analyze data and develop effective policies and practices. Service orientation and strong knowledge of records policies, issues and practices.



Preferred Qualifications

• Five years of professional or technical experience in academic records operation; demonstrated ability to utilize technology in the delivery of student services; strong computer skills.
• Must have strong written and verbal communication skills and must be detailed oriented.
• Familiar with university infrastructure, policies and procedures

Out of State Work

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU's mission is to prepare educated, responsible individuals to contribute to California's schools, economy, culture, and future. As an agency of the State of California, the CSU's business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information, go to https://calstate.policystat.com/policy/10899725/latest/.

Background Check

Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate's conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to https://calstate.policystat.com/policy/13813878/latest/.

CSU Classification Salary Range

This position is part of the MPP unit. The CSU Classification Standards for this position are located on the following site: https://www.calstate.edu/csu-system/careers/compensation/Pages/Classification-Standards.aspx. The CSU Salary Schedule is located on the following site: https://www.calstate.edu/csu-system/careers/compensation/Pages/salary-schedule-documents.aspx. The classification salary range for this position according to the respective skill level is: minimum $4,583 and maximum $14,713 per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.

Employment Eligibility Verification

Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. For more information, go to https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.

Conflict of Interest

This position is a 'designated position' in the California State University's Conflict of Interest Code. The successful candidate accepting this position is required to file financial interest disclosure forms subject to state regulations. For more information, go to https://www.cpp.edu/eoda-hr/departments/hrpar/coi.shtml.

Outside Employment Disclosure

Executive and Management Plan Personnel employees must disclose all current outside employment at the time of hire as a precondition of hire and at the following times after hire: annually in July, within 30 days of accepting outside employment, and upon their manager's request. For more information, go to https://www.cpp.edu/eoda-hr/departments/hrpar/outside-employment-disclosure.shtml.

Child Abuse/Neglect Reporting Act (CANRA)

The person holding this position is 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. See policy at https://calstate.policystat.com/v2/policy/10927154/latest/.

Security & Fire Safety

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), Cal Poly Pomona's Annual Security Report and Annual Fire Safety Report are available for viewing at: https://www.cpp.edu/pdfs/annual_security_report.pdf and https://www.cpp.edu/housing/documents/fire_safety_report.pdf.

Pay Transparency Nondiscrimination

As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. For more information, see the Pay Transparency Nondiscrimination Provision poster.

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at ADACoordinator@cpp.edu. For more information, go to Employment Notices.

Equal Employment Opportunity

Cal Poly Pomona is an Equal Opportunity Employer, committed to promoting an inclusive and diverse workforce. The university subscribes to all state and federal regulations that prohibit discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, and veteran or military status. We engage the talents of all qualified workers, regardless of their background. More information is available at Equal Employment Opportunity statement.

Other Notices

For other important employment notices, we invite you to visit Cal Poly Pomona's Employment Notices web page.


Advertised: November 28, 2023 (9:00 AM) Pacific Daylight Time
Applications close: December 12, 2023 (11:55 PM)

To apply, visit https://careers.pageuppeople.com/873/po/en-us/job/534128/associate-registrar-records-and-registration









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