Associate Director of Records

REGISTRAR SPEC 3 (006156)

UCPath Position ID: 40095581

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

908787

Approved Date:

8/13/2025 5:05:26 PM

Date Last Edited:

8/13/2025 5:05:21 PM

Last Action Effective Date:

5/25/2021

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:

40095581

Position Description ID

165253

UC Payroll Title:

REGISTRAR SPEC 3 (006156)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 20

Job Code FLSA:

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:

40040696

Department Head Payroll Title:

DEAN

DIRECTION - Indicates that the incumbent establishes procedures for attaining specific goals and objectives in a broad area of work. Only the final results of work done are typically reviewed. Incumbent typically develops procedures within the limits of established policy guidelines.

POSITION SUMMARY

The Associate Director of Student Records provides a variety of student services and administrative support for the Records Office. Primary responsibilities include managing the administration of assessments (mid-term and end of term examinations, papers, and assignments); managing updates to the content and layout of the Records Office websites; managing several enrollment related functions; counseling students regarding graduation requirements; and assists with other Records Office functions such as answering questions at the Records Window, by phone, and managing the Records Office main email account. Incumbent is also responsible for completing and submitting all State Bar Exam certification forms to the Committee of Bar Examiners. Finally, incumbent is responsible for managing the Records Office student workers. Discretion, independent judgment, and demonstrated work ethic, are required. The ability to provide timely and accurate communication to students is an essential component of this position. Evening and weekend hours may be required. The Associate Director works in a collaborative relationship with all law school students, faculty, administrative offices, and University offices and actively participates in implementing policies and procedures to enhance the overall effectiveness of the school.

Exam Administration (Accommodated and Non-Accommodated)

1. Complete oversight and administration of midterm and final exam schedules for all students who receive disability and language testing accommodations. Independently determine appropriate actions for a successful exam period. (E)

2. Determine exam schedule for students, ensuring space and tests are set up appropriately. (E)

3. Assign & Schedule Proctors as needed. Advise Records Office staff of accommodation requirements and guidelines. (E)

4. Analyze and interpret ABA, UCLA, state, and federal policies and procedures regarding accommodated exams. Implement changes as required. (E) 

5. Oversee the midterm exam administration and assignment submissions, including make-up exams and exams for students from other schools (as needed). Independently resolve issues that may arise during exam periods. (E)

6. In concert with the Director of Records, implement the computerized examination process. (E)

7. Create and lead training session for students on the installation and use of exam-taking software. (E)

40%

Student Services and Reporting and Compliance

1. Manage and oversee the bar exam certification and operations process. (E)

2. Support the preparation and submission of the Law School’s annual American Bar Association (ABA) questionnaire related to bar admissions. (E)

3. Advise students, faculty and staff on UCLA Law Academic Standards and their applicability. (E)

4. Support Records Office administrative functions. (E) 

5. Manage Records Office main email account.  (E)

6. Advise junior members of the department on the bar exam certification and operations process. Recommend new or revised internal practices and procedures as appropriate. (E)

20%

Enrollment Management

1. Administer enrollment pass time assignments. (E)

2. Coordinate with Central Campus to execute the upload into UCLA’s information system. Validate coding. (E)

3. Manage student enrollment preferences. (E)

4. Manage enrollment batch uploads. (E)

5. Advise and counsel students on graduation requirements, course prerequisites, and enrollment procedures. 5) Complete enrollment checks before the start of the term and identify potential conflicts. Proactively resolve issues as they are identified. (E)

15%

Experiential Learning Program Administration

1. Develop and implement the experiential course enrollment processes. Identify ways to streamline the process and information coming to and from the experiential program. Oversee the course enrollment process each year. Make adjustments as needed. (E)

2. Maintain and update the experiential enrollment website, ensuring timely publication and meeting required deadlines; serving as the primary liaison with clinical faculty. (E)

3. Manage all aspects of the experiential course ranking and enrollment process. (E)

4. Respond to student inquiries, provide guidance on the process, and promote transparency and accessibility. (E)

5) In concert with the Externship Program Office, manage externship enrollments. (E)

10%

Department Operations

1. Manage content on the Records Office web presence (public website and MyLaw communications portal) to ensure students, faculty, staff, and applicants have access to accurate information regarding Records Office policies and procedures. (E)

2. Manage and maintain student records both within the Records Office and, which may include updating the University Student Information System (SIS), ensuring appropriate documents are added to or removed from student files, and that electronic records are accurate and recorded accurately. (E)

3. Oversee and manage off-site storage of historical student records and documents. Implement new databases or storage programs as required. (E)

4. Participates in the decision-making and testing process regarding the development and maintenance of student records services applications. (E)

10%

Leadership and Student supervision/oversight

1. Lead and mentor the Assistant Registrars through task prioritization, policy guidance, and professional development initiatives.  (E)

2. Supervise 4-5 student workers, overseeing task delegation, performance standards, and timely completion of assignments. (E)

3. Foster a collaborative, responsive Records Office environment by ensuring consistent policy application and supporting cohesive team operations across all staff levels. (E)

5%

•

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 related area and/or equivalent combination of education and experience

Required

Minimum 3-5 years

professional experience advising and counseling students in a college or university setting

Required

Experience and demonstrated ability to use databases and software to manage student information.

Required

Experience with and through knowledge of specialized registrar core functions (degree requirements, accommodations, specialization, etc.), preferably in a Law School or University setting.

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 to compose and edit written and web materials. Ability to edit written materials for clarity and syntax.

Required

Advanced organizational skills to organize materials, information and people in a systematic way so as to optimize efficiency and minimize duplication of effort.

Required

Ability to take initiative in managing projects and ability to develop and keep to timelines.

Required

Ability to employ fundamental counseling techniques with sensitivity sufficient to resolve problems and provide appropriate guidance.

Required

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

Required

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

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 mathematical principles to add, subtract, multiply, divide and calculate percentages to keep records and reconcile accounts.

Required

Strong problem identification, critical thinking, and problem-solving skills; judgment and decision-making ability. Ability to assess processes and implement improvements.

Required

Strong computer skills for spreadsheet reporting, word-processing, database maintenance, Web design and maintenance.  Minimum of intermediate experience with Word, Excel and MS Outlook preferred.

Required

Ability to apply advanced knowledge of policies to complex individualized situations.

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 early mornings, evenings and weekend on occasion.

Required

Ability to work independently, collaboratively and professionally with minimal supervision.

Required

Limited time off during finals.

Required

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.