Job No: 532183
Work type: Management (MPP)
Categories: MPP, Administrative, At-Will, Full Time, On-site (work in-person at business location)Job Summary:
Reporting directly to the Associate Vice President of Enrollment Management, the University Registrar and Director, Office of the Registrar is responsible for the appropriate management of student records including, but not limited to, course registration procedures, policies related to transfer coursework articulation, graduation processing and the distribution of transcripts and diplomas. The position oversees and manage the work of the records, registration, articulation, and graduation teams within the Office of the Registrar and supports the institution on committees related to their work and responsibilities.
Major duties and responsibilities:
LEADERSHIP/MANAGEMENT:

• Manage a customer-service focused program that provides timely, accurate, and comprehensive services to students, alumni, faculty, and staff.
• Responsible for determining the organizational structure and achieving established goals within the relations, including but not limited to, associate registrar (MPP), a registration lead, a records lead, a degree planner lead, a degree audit lead and an articulation lead, and student assistants.
• Mentor staff and student assistants, providing growth and development opportunities.
• Act as mediator when conflict arise.
• Monitor performance of both direct and indirect reports, prepare job performance reports for direct reports while engaging in ongoing discussion on goals and issues and assess the job performance of indirect reports through consultation with unit managers/supervisors.
• Create and ensure a supportive work environment that enables staff to perform their duties effectively and efficiently.
• Assure that policies and directions are interpreted, communicated, and implemented into daily activities within the unit.
• Manage unit processes to assure compatibility with program objectives, including retention of students.
• Approve purchases for department (Category 2).Responsible for including but not limited to Registration, Records maintenance, California State University (CSU) Systemwide reporting (enrollment, student success, etc.), Degree Audit / PAWS report, Degree Planner/ myCAP, Articulation and transfer credit (domestic and international), Graduation and awarding degrees.

MANAGEMENT OF EXTERNAL ACTIVITIES

• Serve as the University's lead person on all matters related to the work of the Office of the Registrar.
• Work effectively with the Associate Vice President for Enrollment Management, the Enrollment Management Leadership Team, the Office of Academic Programs, Division of Academic Affairs and Division of Information Technology Services to develop and implement best-practice strategies for student registration, records, evaluations, and graduation.
• Monitor the state, regional, and national environments, apprising senior management of potential changes and shifts that may impact the University.
• Work closely with the campus community for the purpose of building effective relationships and communicating the strategies and actions of the Office of the Registrar.
• Serve on advisory committees external to the University, service and advisory committees internal to the University, and maintain professional affiliations. Attend federal, state, and professional Registrar information and training conferences.

DATA CUSTODIAN AND RECORDS RETENTION:

• University Registrar is classified as the Data Owner for student information, responsible for authorizing access to student information, actively participating as a member of the CSU Common Management System (CMS) Reauthorization team, ensuring documentation of access to Level 1 and Level 2 data, completing information security and awareness training, and authorizing and reviewing vendor contracts and data extracts.
• Communicate Records Retention Schedule Series.
• Ensure compliance with records retention policy and schedules.
• Sensitive Data Inventory Responsibilities include ensuring the completion of the Annual Sensitive Data Inventory in conjunction with the Information Security Officer, developing a list of systems and their locations where Level 1 data resides, compiling a list of users with Level 1 data access, and establishing a schedule for the destruction or safeguarding of Level 1 data.

STRATEGIC PLANNING:

• Prepare, execute, and evaluate goals and objectives for the Office of the Registrar, consistent with the overall goals of Enrollment Management (EMS), the Division of Academic Affairs, and the strategic priorities of the University.
• Implement technology projects to enhance efficiency and delivery of service, and to accommodate changes in local and CSU systemwide policies. Participate in the development of local campus and CSU systemwide projects.
• Engage campus partners in disseminating information regarding new policies/regulations and how they may affect current business processes.
• Manage an annual operating budget, implementing priorities within the allocated budget. Continuous review of office priorities and staffing needs to better position resources.

STUDENT INFORMATION SYSTEM LEADERSHIP AND TECHNOLOGY:

• Serve as functional lead for PeopleSoft student information system, including new releases, upgrades, and fixes.
• Responsibility include but not limited to Campus Community, Student and Faculty Self-Service, Student Records, CSU Systemwide Reporting.
• Provide leadership for additional technology functions including but not limited to PeopleSoft table maintenance, new tech implementation for student success,
• collaboration with all other modules (student and HR) along with technical staff to support the maintenance and integration points of the enterprise system.
• Provide campus user training and support to faculty advisors, students, and staff.
• Maintain imaging system for all student records data.
• Manage Office of the Registrar websites and university Portal to ensure timely and critical information is communicated to students, faculty, and staff.
• Plan Disaster recovery.

POLICY/PROCEDURE DEVELOPMENT AND IMPLEMENTATION:

• Serve as the primary campus officer responsible for implementation of the Family Educational Rights and Privacy Act (FERPA) to maintain the privacy and security of student academic record data.
• Provide recommendations to campus partners on projects that may impact policy or procedures.
• Review, interpret, and respond to federal, state, and CSU systemwide statutes and regulations and how they may affect current operations.
• Oversee development of policies, procedures, and guidelines based on reading and interpreting rules, regulations, and audit findings.
• Maintain and disseminate current and comprehensive knowledge of federal, state, CSU system, and campus policies and regulations, including Title 5 of the California Administrative Code.
• Coordinate, design, and negotiate operations and policies with other university constituencies, CSU Chancellor's Office, and federal, state, and local government agencies.
• Adjudicate problems arising from enrollment, registration, and other records issues.
• The incumbent will be asked to perform other job-related duties as assigned by the Associate Vice President, Enrollment Management as related to the responsibilities of the University Registrar / Director, Office of the Registrar.

Minimum Qualifications: Required Education and Experience

• Bachelor's Degree.
• Five to Eight (5-8) years of progressively responsible administrative and/or supervisory experience.

Required Qualifications

• Ability to analyze problems and apply good judgment in proposing or implementing solutions.
• Ability to understand and be committed to diversity and the mission of the University.
• Ability to prioritize and work with minimal supervision.
• Ability to understand and abide with the Family Education Rights and Privacy Act (FERPA) and the confidentiality of records.

Preferred Qualifications

• Supervisory experience in admissions, records, and/or registration operations in an institution of higher education.
• Bachelor's degree in business, social science, psychology, education or related field, or equivalent combination of education and experience to provide the required knowledge, skills and abilities to perform the duties of the position.
• A minimum of 5 years of transferable experience providing oversight for registrar functions, including planning, supervision, evaluation and budget responsibilities, along with 5 years of progressively responsible and applicable management and/or supervisory experience.
• Intermediate to advanced proficiency with computers and Microsoft Office Suite (Outlook, Word, Excel). Knowledge of Qualtrics, OnBase, AdobeSign, Google Apps and experience with PeopleSoft strongly preferred.
• Strong management, interpersonal, and communication skills, including ability to work effectively with people of diverse backgrounds and ability to collaborate across organizational lines.
• Demonstrated collaborative management style, and strong service orientation.
• Ability to promote and maintain good working relationships with campus faculty and staff, other CSU campuses and other institutions.
• Have a history of punctuality and positive performance evaluations.
• Comprehensive knowledge of and expertise with Registrar related functions and processes, including the effective use of technology.
• Strong management, interpersonal, and communication skills, including ability to work effectively with people of diverse backgrounds and ability to collaborate across organizational lines.
• Thorough knowledge of CSU Registrar Practices and Policies.

Special Conditions:
The duties of this position may include participation in decisions that may have a material financial benefit to the incumbent. Therefore, the selected candidate may be required to file Conflict of Interest Form 700: Statement of Economic Interest on an annual basis, complete ethics training within 6 months of appointment, and attend this training every other year thereafter.
Compensation and Benefits:
Anticipated Hiring Range: $9167 - $9583 per month
Classification Salary Range: $4583 - $14,713 per month
The CSU system provides a comprehensive benefit package that includes medical, dental and vision plans, membership in the California Public Employees Retirement System (CalPERS), sick and vacation time, and 14 paid holidays a year. Eligible employees are also able to participate in the fee waiver education program. A summary of benefit information can be found here.
Position Information:
Work status: Full-time/Exempt/At-Will
Academic year schedule: Monday through Friday (8:00 am - 5:00 pm), some evenings/weekends.
Summer schedule: Monday through Thursday (7:00 am - 5:30 pm), some evenings/weekends.
This is a full-time management (MPP) position. MPP employees serve at the pleasure of the campus President. MPPs do not serve a probationary period and never receive permanent status.
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 Conflict of Interest forms subject to the regulations of the Fair Political Practices Commission.
First considerations will be given to candidates who apply by Monday, October 2 and will continue until the position is filled; however, the position may close when an adequate number of qualified applications are received.
As of January 1, 2022, the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.
California State University, San Bernardino in not a sponsoring agency for staff or management positions (i.e. H1-B Visas).
Conditions of Employment
Background Check
Satisfactory completion of a background check (including a criminal records check) is required for employment. CSU will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was conditionally offered the position.
Mandated Reporter
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.
I-9
CSUSB hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. See Form I-9 Acceptable Documents at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.
Statement of Commitment to Diversity
In our commitment to the furthering of knowledge and fulfilling our educational mission, California State University, San Bernardino seeks a campus climate that welcomes, celebrates, and promotes respect for the entire variety of human experience. We welcome people from all backgrounds, and we seek to include knowledge and values from many cultures in the curriculum and extra-curricular life of the campus community. We will create, promote, and maintain activities and programs that further our understanding of individual and group diversity. We will also develop and communicate policies and promote values that discourage intolerance and discrimination.
California State University, San Bernardino is proud to be an Affirmative Action/Equal Opportunity Employer. We recruit, hire, train, and administer all personnel actions without regard to race, ethnicity, religion, color, caste, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, socioeconomic status, genetic information, medical condition, disability, marital status, protected military or veteran status, or any other status protected by applicable law. This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096) For more information about Diversity & Inclusion at CSUSB, please visit https://www.csusb.edu/human-resources/diversity-inclusion
Closing Statement:
Reasonable Accommodation
We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact Nora Jean Fernandez, ADA Manager at Nora.Fernandez@csusb.edu
Smoking
CSUSB is a smoke and tobacco-free campus. See policy at https://calstate.policystat.com/policy/6591951/latest/.
Clery Act
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 San Bernardino Annual Security and Fire Safety Report is available at: https://www.csusb.edu/clery-act