Records Office Administrator

BLANK AST 3 (004722)

UCPath Position ID: 40106768

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

704350

Approved Date:

3/13/2026 8:05:15 PM

Date Last Edited:

3/13/2026 8:05:12 PM

Last Action Effective Date:

8/8/2022

Organization Details

Business Unit (Location):

LACMP

Organization Code:

1140O

Organization:

SCHOOL OF LAW

Division Code:

1141D

Division:

LAW DIV

Department:

025000 - LAW

Position Details

UCPath Position Number:

40106768

Position Description ID

164984

UC Payroll Title:

BLANK AST 3 (004722)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

CX: Clerical & Allied Services

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40047508

Reports to Payroll Title:

REGISTRAR MGR 1

UCPath Department Head Position Number:

40040696

Department Head Payroll Title:

DEAN

GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines.

POSITION SUMMARY

Under the direct supervision of the Director of Records, the Records Office Administrator (ROA) provides a broad range of administrative, communication, and project-based support to the Records Office, and works collaboratively with the Assistant Dean of Academic Affairs and Director of Records, to serve the student population at UCLA School of Law. The ROA serves as the first contact for drop-in, telephone, and e-mail inquiries and manages the activities of the student information window. The ROA possesses a clear understanding of the academic standards, enrollment procedures, and exam administration processes, and provides general guidance to students and faculty seeking assistance. The ROA provides high-level administrative support to the Records Office including copying, mailing, data entry for student databases, processing of transcripts, enrollment and degree verifications, forms, and diploma orders on a regular basis, and oversees office equipment and supply maintenance. Additionally, the ROA coordinates he lost and found and supports course schedule operations.

RECORDS OFFICE ADMINISTRATIVE SUPPORT AND MAINTENANCE

1.Take primary responsibility for responding to inquiries via email, mail, telephone, and at the Records' Office window from students, staff, faculty, and the public. Inquiries may require the need to: Interpret law school policies and procedures to faculty and students. Distribute pertinent Records' Office materials to students and provide various other Records' Office services on a daily basis. Counsel students regarding graduation requirements, course prerequisites, enrollment procedures, final exam procedures, and the law school's academic standards. Connect faculty, students, and colleagues to appropriate internal Records Office team members or external colleagues as appropriate. 2.              Manage the physical space of the Records Office by ensuring supplies and furniture are ordered when needed, repairs are identified and fixed, that the office meets ADA standards, and that the office remains safe by keeping the office clean and clutter free. 3.Coordinate maintenance and supplies for Records Office copy machine to ensure the machine is stocked and well-maintained for high-volume printing periods. 4.Manage Records Office storage areas. Ensure areas are safely organized and work with the Director of Records to discard unwanted items. 5.Manage the law school mailroom including faculty and staff mailboxes, colloquium literature racks, bulletin boards, internal and external mass mailing distribution, and processing of mail to those no longer affiliated with the law school.  6.Manage Lost and Found. Receive and log any items that have been lost and found. Make reasonable attempts to contact owner of items, if known. Store items for a reasonable period of time and then process through university Lost and Found system. 7.              Act as a backup for other Records Office tasks typically completed by other Records Office staff members, as needed. 8.Provide primary administrative assistance to the Records Office leadership, as needed. This may include seasonal, temporary, or unique Records Office related projects.

50%

STUDENT SUPPORT AND GENERAL INFORMATION

1. Primary responsibility for ensuring transcript, verification, diplomas, and bar certification  requests are processed or redirected to appropriate Records Office position regularly. 2. Primary responsibility for ensuring diplomas and Masin Family Academic Excellence Award certificates are mailed upon request. 3.Maintain student records which may include updating the University Student Information System (SIS), ensuring appropriate documents are added to or removed from student files and electronic records are accurate.

15%

EXAM ADMINISTRATION

1. Responsible for maintenance of the Exam Vault, which includes organizing the vault for each semester's exams. 2.              Assist with processing of examinations. This may include preparing schedules, obtaining copies of the exam from faculty assistants, printing exam copies, ensuring exam questions are stuffed into exam packets, exam packets are checked in after the exam has concluded, exam materials are stapled and given to the Assistant Registrar for processing and routing to the Director of Records. 3. Provide coverage in the Records Office while other Records staff are administering exams in classrooms. This may include preparing exam materials for upcoming exam administrations.

25%

EXAM ADMINISTRATION (cont'd)

4. Administer in class exams. This includes ensuring exam room is prepared, providing exam instructions and rules to students before exam begins, passing out exam booklets, ensuring students' computers are operational or if not, that they have Bluebooks available for handwriting, resolving issues during the exam and collection of all exams when the exam has concluded. 5. Coordinate the exam review process, including liaising with faculty regarding exam review parameters and communicating process-related information and availability to students, as applicable.

0%

COURSE SCHEDULE SUPPORT

1. Provide assistance to the Assistant Dean of Academic Affairs related to course schedule creation and updates as needed. This may include maintaining and updating databases, managing correspondence between the Assistant Dean and faculty, preparing information for curriculum related committee meetings, etc.

10%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Bachelor's Degree

or equivalent combination of education and training/experience.

Required

Prior work in an academic setting.

Preferred

Experience with event planning.

Preferred

Highly organized with strong attention to detail and ability to work on multiple projects simultaneously.

Required

Superior interpersonal skills and the ability to make connections and work creatively and effectively with diverse students, faculty, staff, administrators, and university personnel.

Required

Highly effective written and oral communication and ability to present information in a manner that is appropriate for the needs of the audience.

Required

Excellent analytical skills and ability to think creatively to solve problems and develop solutions.

Required

Pleasant demeanor and ability to handle stressful environment during peak times.

Required

Ability to work both independently and collaboratively in fast-paced environment.

Required

Working knowledge of University facilities and telecommunications policies and procedures.

Required

Strong proficiency with Microsoft Word, Excel, internet, and the ability to learn other software programs and systems with ease

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

Ability to work on-site at UCLA’s Campus at least 3-5 days per week to support the administrative operations of the department. This is a student-facing position and requires in-person presence.

Required

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

385 Charles E. Young Dr. East, Los Angeles, CA 90095

Standing/Walking

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.