Deputy Registrar, Director of Records and Registration

REGISTRAR MGR 1 (006031)

UCPath Position ID: 40056651

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

908913

Approved Date:

6/2/2025 3:11:30 PM

Date Last Edited:

6/2/2025 3:11:28 PM

Last Action Effective Date:

8/20/2013

Organization Details

Business Unit (Location):

LACMP

Organization Code:

7000O

Organization:

VC STUDENT AFFAIRS

Division Code:

7100D

Division:

STUDENT AFFAIRS ADMINISTRATION

Department:

509000 - REGISTRAR'S OFFICE

Position Details

UCPath Position Number:

40056651

Position Description ID

170180

UC Payroll Title:

REGISTRAR MGR 1 (006031)

Business Title:

Deputy Registrar, Director of Records and Registration

Personnel Program

Management and Senior Professional (MSP)

Salary Grade:

Grade 24

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

A: Manager - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40037341

Reports to Payroll Title:

REGISTRAR MGR 3

UCPath Department Head Position Number:

40037341

Department Head Payroll Title:

Registrar Mgr 3

GENERAL DIRECTION - Indicates that the incumbent receives guidance in terms of broad goals and overall objectives and is responsible for establishing the methods to attain them. Generally the incumbent is in charge of an area of work, and typically formulates policy for this area but does not necessarily have final authority for approving policy.

6155

Registrar Specialist 4

3.0

6156

Registrar Specialist 3

1.0

6157

Registrar Specialist 2

3.0

6156

Registrar Specialist 3

5.0

6157

Registrar Specialist 2

4.0

POSITION SUMMARY

The Deputy Registrar / Director of Records and Registration, under the general supervision of the University Registrar, is a senior department leader responsible for planning, organizing and directing the Residence Classification, Enrollment and Transcripts, Transfer Credit/Degrees and Grading units consisting of 28 FTE and 10 temporary/contract positions. Major functions include managing personnel and fiscal resources, planning and budgeting, operational and systems analysis, directing and monitoring student services, and writing proposals and systems specifications for Student Records Systems (SRS) applications. Duties are performed with the highest level of care, quality, and attention to provide a comprehensive customer service experience for all constituents.

As a pivotal member of UCLA Student Affairs, you'll ignite the Bruin spirit and contribute to a vibrant community that champions academic success and holistic development. UCLA Student Affairs is the backbone of the Bruin journey, supporting students from admission to graduation and beyond. Engage in a role that spans personal growth, academic success, and community enrichment, connecting students with a wealth of resources and opportunities. Here, you're not just part of a team; you're part of the UCLA legacy. Join us in shaping the future of UCLA, where every day you'll make a difference in the lives of our students and the broader Bruin family.

The Registrar’s Office is a vibrant core campus department where team members collaborate with academic, student service, and administrative partners to support the teaching, service and research mission of UCLA.  The department is the official custodian for UCLA student academic records and curriculum, and provides prompt, high-quality, caring and compassionate services for all constituents – students, faculty, staff, and alumni.

We invite you to apply to be part of a dynamic team in a supportive environment where you can use your organizational and interpersonal skills and attention to detail to enhance the overall effectiveness and employee engagement in the Student Affairs organization. While you may not meet 100% of this job’s qualifications, if much of this job and qualifications describe you, then you are highly encouraged to apply.

DIRECT UNITS

Direct units on the interpretation of policy and processing of all matters pertaining to registration, enrollment, residency determination, transcripts/verifications/diplomas/subpoenas, transfer credit, grading, and degree award and in providing consistent, accurate and compassionate general and student information to students, staff, faculty and the public.  Direct the organization and maintenance of records and files within the units. Direct all services relating to student academic record policies with respect to the maintenance and release of information in compliance with office, federal, state, and UC policies, AACRAO guidelines, and state and federal privacy laws. Interpret institutional policies, and coordinate and advise academic and administrative departments.

35%

PLANNING

Determine annual and term goals for supervised units, involving unit leads in the determination of goals. Provide appropriate budgeting information to support the objectives and staffing plans for each unit; participate in review and assessment of budget projections and expenditures.  Analyze current practices and procedures to ensure that operations incorporate available technological capabilities. Regularly review current organizational structures and modify structures to optimize staff utilization. Direct the planning of staffing requirements, workflow and coordination among units to meet processing deadlines and maintain appropriate service levels for each semester, quarter, and self-supporting calendar.

20%

ANALYZING & SYSTEM DESIGN

Participate in development, testing, implementation planning and phase-in of student records system enhancements, including Transfer Credit and Billing and Receivables system, MyUCLA features, forms, and workflows, University ID database, Undergraduate/Graduate/Professional Admissions Systems, and Degree Audit enhancements through appropriate online web experience tools, interfaces, and methodologies. Direct operational analysis of procedures and practices of supervised units to identify changes in procedures and reporting and recommend enhancement and development of systems to improve staff efficiency and reduce manual labor. Serve as functional owner to produce screen design, project estimation, coordination, and testing for new system implementation in coordination with SAIT.

20%

TRAINING

Train the supervisors of units supervised; coordinate training of changes in current procedures and schedule systems training as changes in SRS occur. Direct the training of all subordinate staff as revisions or new institutional/federal/state regulations are implemented; Coordinate cross-unit training. Develop information for publication in the General Catalog, Schedule of Classes, RO website or for distribution to constituents; Coordinate registrar responses to Media Relations and Records Management. Provide information and training to campus administrative and academic staff. Direct the preparation of instructions, procedures, job descriptions, and document policies, procedures, and operations of the supervised units.

5%

PERSONNEL MANAGEMENT

Select the supervisors of units supervised. Direct the selection of all subordinate staff. Evaluate the performance of unit supervisors and direct reports and make appropriate recommendations for merit increases, promotions, reclassifications, and personnel actions. Take appropriate disciplinary actions when necessary in accordance with office work rules, campus personnel policies, and labor contracts.

10%

LIAISON AND COMMUNICATION

Represent the Registrar's Office in a manner that promotes comprehensive, caring, and courteous service. Serve as a resource to academic and administrative departments in developing mutually compatible procedures. Interpret and define Academic Senate regulations and University and Registrar's policies for constituents. Direct all services relating to providing information and service to students relating to the academic record and policies relating to respective release of information in compliance with office/UC policy, AACRAO guidelines, and state/federal privacy laws. Chair the Registration Workgroup, and attend/chair other meetings withacademic/administrative departments to discuss policies and procedures.Represent the Registrar's Office at campus/university/regional/national meetings.

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 in related area and/or equivalent experience/training

Required

Five or more years of supervisory and managerial experience in a registrar's office

Required

Working knowledge of Student Affairs approach to service and problem solving in a collegiate environment

Required

Demonstrated skill in supervision including organizing workflow, delegating, training, motivating, evaluating and negotiating conflicts.

Required

Demonstrated ability to work independently on projects with minimal supervision.

Required

Demonstrated skill in budget and service management that can assess needs and services based on historical data and recent patterns of student behavior.

Required

Skill in developing and making oral presentations to groups; ability to represent the office on committees; ability to work effectively and diplomatically with administrators, students, former students, faculty, and staff.

Required

Detailed knowledge of federal, state, University of California, and campus policies that includes: privacy and public information; working knowledge of sound student record policies and procedures using AACRAO guidelines for Registrars.

Required

Detailed knowledge of the Standing Orders of the UC Regents pertaining to establishing residence for tuition.

Required

Skill in setting priorities, including competing deadlines, varying requirements, and job complexities.

Required

Ability to communicate clearly, logically, and precisely, both orally and in writing

Required

Demonstrated skill to analyze operational and organizational systems by: defining the problem or objective; analyzing student data through reports and online screens, identifying relevant concerns or factors; identifying problems, tendencies and relations

Required

Familiarity with Student Records System mainframe screens and Registrar's Office service applications; Skill in organizing material and information to maintain comprehensive files and records.

Required

Demonstrated skill in enforcing policies, negotiating compromises, and resolving conflicts.

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.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

1111 Murphy Hall

Standing/Walking

X

Sitting

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

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 2: Position in which required tasks normally do not involve exposure to blood, body fluids or tissues, but may require performing unplanned Classification 1 tasks. In these jobs the normal work performance involves no exposure to blood, body fluids, or tissues. However, exposure or potential exposure may be required as a condition of employment.