Assistant Registrar

REGISTRAR SPEC 2 (006157)

UCPath Position ID: 40091670

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1102535

Approved Date:

12/18/2025 6:40:31 PM

Date Last Edited:

12/18/2025 6:40:29 PM

Last Action Effective Date:

7/27/2021

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:

40091670

Position Description ID

165560

UC Payroll Title:

REGISTRAR SPEC 2 (006157)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 19

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

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:

40269055

Reports to Payroll Title:

REGISTRAR SUPV 2

UCPath Department Head Position Number:

40047508

Department Head Payroll Title:

REGISTRAR MGR 1

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 and Assistant Registrar, the Assistant Registrar provides student services and administrative support for the Records Office. Primary responsibilities include administering the student information window, maintaining student records, and processing withdrawal, re-admission, transcript, and enrollment verification. The incumbent manages student registration and enrollment procedures and processes, and administers the final examination process. The Assistant Registrar also facilitates the awarding of the degree, processes diploma requests, and issues diplomas. The Assistant Registrar also maintains the Past Exam Database and Syllabi Repository. The Assistant Registrar is the primary coordinator for room reservations, related to scheduled courses. The candidate processes reservation requests from faculty and staff for classrooms, building common areas, courtyards, and items such as tables, chairs, easels, etc. This includes informing individuals about best practices and potential course-related needs, such as contacting AV, for scheduled law courses, consulting with the Assistant Dean of Academic Affairs, the Assistant Dean for Students, and others in the administration regarding competing requests for space. The Assistant Registrar works collaboratively with all law school students, faculty, administrative offices, and University offices, and actively participates in implementing policies and procedures to enhance the school's overall effectiveness.

STUDENT SUPPORT AND GENERAL INFORMATION

1. Respond to inquiries via email, mail, telephone, and at the Records' Office window from students, staff, faculty, and the public. (E)  2. Interpret law school policies and procedures to faculty and students. Distribute pertinent Records' Office materials to students and provide various other Records' Office services daily. (E)  3. Counsel students regarding graduation requirements, course prerequisites, enrollment procedures, and the law school's academic standards. (E)  4. Respond to students' questions regarding registration fees and billing account status. Redirect to the appropriate campus office when necessary. (E)  5. Process transcript, verification, and loan deferment requests, as needed. (E)  6. Provide general assistance to the Assistant Dean of Academic Affairs, Director of Records, and Assistant Registrar, as needed. This may include seasonal, temporary, or unique Records Office-related projects. (E)  7. If applicable, serve as a Notary Public for all UCLA affiliates. (E)  8. Act as a backup for other Records Office tasks typically completed by other Records Office staff members, as needed. (E)

20%

ACADEMIC RECORDS MAINTENANCE

1. Test newly created law school and campus student records services applications to ensure they work properly and to provide input regarding additional features/enhancements. (E)  2. Maintain student records, which include updating the University Student Information System (SIS). (E)  3. Review student records to ensure students satisfy the degree requirements, various academic specialization requirements, minimum GPA rules, and that their course of study is in conformity with the Academic Standards as set forth by the faculty. Notify students of outstanding requirements necessary for graduation. (E)  4. Confirm completion of graduation requirements, confer degrees, and work with the main campus Registrar's Office to order, process, store, and collect payment for diplomas. (E)   5. Process readmission applications. Notify law departments regarding re-entering students and maintain the Re-Entering Student log. (E)  6. Process all student withdrawals. Perform online update to the University Student Information System (SIS). Notify law departments regarding withdrawing students. Update and maintain the withdrawal log. (E)  7. Prepare Masin Family Academic Excellence Awards, including the creation and execution of the transcript update batch, printed certificates, and notification emails. (E)

30%

ENROLLMENT AND EXAMS

1. Process various enrollment petitions (add/drop, excess units, outside courses, independent study, Retroactive PUNC, SAW, etc.). Ensure law school policies are adhered to. (E)  2. Manage waitlist processes not managed by the automated enrollment system. This includes waitlists for experiential courses at all times and non-experiential courses after the waitlist purge date. (E)  3. Update and maintain online course syllabi repository. (E)  4. Responsible for the maintenance of the Exam Vault, which includes organizing the vault for each semester's exams. (E)  5. Responsible for maintaining and updating the past exam database, which provides students with a set of exams that have been released for student review. (E)  6. Manage the processing of in-class examinations. This includes preparing class rosters, schedules, obtaining copies of the exam from faculty assistants, ensuring exam questions are stuffed into exam packets, ensure exam packets are separated into bins for each exam room, exam packets are checked in after the exam has concluded, extensions are identified and noted on the check-in roster, exam answers are printed (or electronic copies created), exams are clipped and exams that have been processed are given to Director or Assistant Director of Records for final processing and routing to the instructors. (E)  7. Administer in-class exams. This includes ensuring the exam room is prepared, providing exam instructions and rules to students before the 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 collecting all exams when the exam has concluded. (E)  8. Manage the course evaluation process by activating evaluations before the end of courses, ensuring students complete evaluations, and preparing final faculty summaries of student feedback. (E)

20%

Events & Space Reservations

1. Manage internal requests to reserve classrooms and other assignable space for scheduled law classes, such as the courtyard, foyer, etc. (E) 2. Manage and input the law course schedule and rescheduled courses in the EMS system. (E) 3. Inform individuals regarding event-related tasks, such as contacting AV, the need to submit FSRs to have the building and classrooms opened, etc. (E) 4. Manage requests to reserve items such as tables, chairs, easels, etc. (E)

30%

•

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

in a related field and/or equivalent combination of education and experience

Required

Work experience in an institution of higher education

Required

Ability to speak on the telephone and in person using appropriate vocabulary and grammar to obtain information and explain policies and procedures.

Required

Knowledge of proper punctuation, spelling, sentence and paragraph construction, and correct grammar In order to compose and edit written materials. Ability to edit written materials for clarity and syntax.

Required

Proficient in the use of Microsoft Office such as Word, Excel, Power Point, Outlook and Access.

Required

Skill in organizing material, information, and people systematically to optimize efficiency and minimize duplication of effort.

Required

Ability to work with frequent interruptions, distractions and changing priorities and deadlines.

Required

Skill in working independently and following through on assignments with minimal direction.

Required

Skill in working as part of a team, collaborating with colleagues and using initiative to anticipate the needs in areas of responsibility.

Required

Skill in applying advanced mathematical principles to add, subtracts, multiply, divide and calculate percentages to keep records and reconcile accounts.

Required

Ability to establish and maintain cooperative working relationships with faculty, students, staff, other University offices, and the public.

Required

Ability to analyze situations to define problem or objective identifies relevant factors, formulate logical conclusions and recognize alternatives expeditiously.

Required

Working knowledge of policies, regulations and practices with student records services.

Preferred

Working knowledge of University policies, processes, and procedures and of Federal and California law pertaining to the privacy rights of students and access to student information.

Preferred

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

Limited time off during finals.

Required

Ability to maintain confidentiality with the upmost discretion and tact.

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 Drive 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.