Classification: Administrator III
Department Name: Office of the Registrar
Job Number: MB2021-EC2664
Status: Open Until FilledExtended - Apply Today! Application Screening Begins: Monday, March 15, 2021
Priority Screening Date: 03/14/2021
Recruitment Status: Extended - Apply Today! Application Screening Begins: Monday, March 15, 2021
Powered by an inspiring Vision Statement, California State University, Monterey Bay (WWW.CSUMB.EDU) is a comprehensive, mid-sized four-year university whose staff and faculty help transform student lives by emphasizing project-based learning, requiring service learning, and promoting multicultural and global perspectives on and beyond the campus community. CSUMB is both an MSI and HSI and has a vibrant, diverse student body of nearly 7000 students and growing. Our faculty and staff, many of whom live in campus housing, appreciate living and working about one mile from the shores of the beautiful Monterey Bay. As one of the 23 campuses in the California State University (CSU) system, we offer excellent benefits, including housing, and competitive salaries for our faculty and staff. During our 25th Silver Anniversary Celebration in 2019-20, we will complete two major building projects: the College of Arts, Humanities and Social Sciences and the Student Union. By 2030, CSUMB's sustainability initiative is to be carbon neutral.
Reporting directly to the Associate Vice President for Academic Planning & Institutional Effectiveness, the Registrar provides leadership and managerial direction for the Registrar's Office, to include student records and academic transcripts, registration, student grades, the certification of enrollment, monitoring and evaluation of student progress toward the degree, assistance with athletic eligibility certification, preparation of diplomas, the monitoring of student academic standing, enforcement of academic and administrative policies and procedures in relation to matriculation, articulation, collection of basic enrollment data, and preparation and reporting of enrollment data.
ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:
- Manages and provides leadership for the Office of Registrar. Supervises, organizes, and evaluates administrative and support staff. Assigns, supervises, and develops performance standards and evaluates professional staff. Recruits and hires both professional and support staff. Prepares and manages the budget and financial planning for the office.
- In coordination with the appropriate offices, manages the maintenance of technology of existing computer systems and the introduction of new technology to improve registrar-related functions and services. Takes action regarding work process efficiencies and improvement opportunities and shares best practices, new solutions, and ideas to improve processes and policies with the Registrar team in order to create a “culture of innovation”.
- Responsible for the maintenance and security of student academic records, the production of transcripts, enrollment verification, the processing and posting of grades, written and direct interaction with faculty, students, staff, administration, and external agencies and organizations regarding student records. Collaborate with University College and Financial Aid on student withdrawals. Responsible for the transfer articulation process and the accurate representation of articulation agreements and evaluations.
- Responsible for oversight and maintenance of confidentiality policies and procedures for student records in accordance with FERPA, Family Educational Rights and Privacy Act. Acts as the custodian of the University seal and all student academic records and supporting documentation.
- Responsible for the registration of all matriculated, visiting, and transitory students including the fall and spring registration and state-supported summer sessions.
- Makes recommendations on campus initiatives as related to degree audit, graduation, articulation and Smart Planner. Ensure business processes are aligned with academic programs, CSU, state and university policy including collaboration with Provost's Office, academic colleges and departments.
- Responsible for the verification and submission of students and graduate data to the National Student Clearinghouse, editing and verification of data for the Chancellor's Office reporting and the CSUMB Datawarehouse, internal enrollment management registration related reports, and final preparation of census data as reported by the Office of Institutional Assessment and Research.
- Responsible for direction and oversight of the graduation evaluation unit, providing information to students regarding academic progress toward the degree, additional transfer evaluation for domestic and foreign coursework, and evaluation of status toward graduation. Responsible for the timely preparation and issuance of diplomas. Collaborate with University Colleges for any Petitions to university policy.
- Provides assistance for student athlete eligibility certification, data, and analysis to the Athletics Compliance Officer. This requires knowledge and general familiarity with the bylaws, interpretations, executive regulations and enforcement procedures of the NCAA that are updated annually.
- Represents the Registrar's Office on various campus and system-wide committees. Serves as chair of the Matriculation Committee.
- Coordinates relevant internal and external processes which enforce University, CSU, and State academic policies; and initiate University response to legal actions such as subpoenas for student academic records. Research and make recommendations for new or revisions to academic and administrative policies and procedures
- Participates in university task forces and special projects as required.
- Performs other job-related duties and special projects as assigned.
Knowledge, Skills and Abilities:
KNOWLEDGE, SKILLS AND ABILITIES:
- Comprehensive knowledge of and expertise with Registrar-related functions and processes, including the effective use of technology
- Demonstrated strong service orientation; knowledge of sound personnel practices and procedures
- Ability to promote and maintain good working relationships with campus faculty and staff, other CSU campuses and other institutions
- Strong management, interpersonal, and communication skills, both verbally and in writing, including ability to work effectively with people of diverse ethnic, cultural, and socio-economic backgrounds and ability to collaborate across organizational lines
- Ability to provide leadership and guidance in the interpretation, promotion, and dissemination of policies and procedures pertaining to admissions, records, and evaluations.
- Ability to analyze problems and apply good judgement in proposing or implementing solutions.
- Demonstrated understanding of and commitment to the CSUMB Vision Statement and the core values of mutual respect, collaboration and service orientation, multiculturalism and diversity, community service and institutional excellence. Experience working with a diverse and multicultural population and performing community services
- Demonstrated knowledge of the Family Education Rights and Privacy Act (FERPA) and the confidentiality of records.
- Thorough knowledge of CSU Registrar Practices and Policies; understanding of California Title 5 Education Code.
- Prioritize and work with minimal supervision.
Equivalent to a bachelor’s degree from an accredited college or university AND five (5) years of progressively responsible administrative experience in admissions, records and/or registration operations in an institution of higher education.
- Experience as an Associate Registrar or Registrar for a public university.
- Master’s Degree in a related field.
- Experience working in the California State University system.
- Experience implementing automated systems, and familiarity with current management approaches and techniques for enhancing productivity and increasing job satisfaction through involvement and empowerment of staff.
- Technical fluency with Oracle/PeopleSoft, CSU Common Management System or equivalent student information system.
- Experience using data analysis and measures to inform strategies and decisions.
- Experience with PeopleSoft Student Administration system or comparable application.
Special Conditions of Employment:
SPECIAL CONDITIONS OF EMPLOYMENT AND POSITION DESIGNATIONS:
- All offers of employment are contingent upon the successful completion of a background check (including a criminal records check).
- 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.
- This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.
- This position is designated as a Campus Security Authority (CSA) and will be required to participate in annual training and to immediately forward to the Clery Director all reports of crimes brought to their attention pursuant to the Clery Act and California State Education Code, Chapter 15.5, of the Donahue Higher Education Act, Section 67380.
- This position has been designated as a sensitive position with responsibility for the care, safety and security of people (including children and minors), animals and CSU property, authority to commit financial resources of the university through contracts greater than $10,000, responsibility or access/possession of building master or sub-master keys for building access, access to and responsibility for detailed personally identifiable Level 1 confidential information about students, faculty, staff or alumni that is protected, personal or sensitive as defined in the CSU Information Security Data Classification Standards, and control over campus business processes, either through functional roles or system security access.
- 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 a Statement of Economic Interest subject to the regulations of the Fair Political Practices Commission.
- Must possess and maintain a valid license to drive in the State of California, pass the Defensive Training Class, and be insurable under the University’s liability coverage.
- May require occasional evenings and/or weekend work.
Office environment with standard equipment and tasks. Position requires working at a computer and desk for extended periods of time.
Compensation and Benefits:
Commensurate with qualifications and experience. This is a management level position with an attractive benefits package, which includes: a vacation accrual rate of 16 hours per month; an excellent choice of medical, dental and vision insurance; long term disability coverage; life insurance; educational incentives; membership in the California Public Employees Retirement System (CalPERS); and 14 paid holidays a year. For further information, please visit: Management Personnel Plan. The University Corporation at CSU Monterey Bay also provides access to affordable campus housing, Employee Housing.
How to Apply:
To apply, visit https://csumb.peopleadmin.com/postings/6088
For full consideration, applicants must complete the required online application prior to the priority screen date found at csumb.edu/jobs. Application submissions received after the application screening date will be reviewed at the discretion of the University. Materials submitted become the property of CSUMB and will not be returned.
CSUMB is not a sponsoring agency for staff or management positions.
Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting University Personnel at (831) 582-3389. For computer/online access you may visit the Tanimura and Antle Family Memorial Library (map). All employees must be eligible for employment in the U.S.
CSUMB hires only individuals lawfully authorized to work in the United States and is an E-Verify employer. 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), the Cal State University, Monterey Bay Annual Security and Fire Safety Report is available at: https://csumb.edu/clery
CSUMB is a smoke and tobacco-free campus.
AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER:
CSUMB is an Equal Opportunity Affirmative Action employer seeking to recruit and support a broadly diverse community of faculty and staff. We value and celebrate diversity in all its forms and strive to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion. We consider qualified applicants for employment for their anticipated contributions and without regard to race, color, religion, national origin, age, gender, gender identity or expression, sexual orientation, genetic information, medical condition, pregnancy, marital status, veteran status, or disability.