What are the responsibilities and job description for the Associate Registrar position at California Western School of Law?
Join California Western School of Law in a pivotal role supporting student success and institutional excellence. The Associate Registrar plays a key role in overseeing course administration and class registration while partnering closely with the Registrar and Vice Dean for Academic Affairs to ensure the effective planning and delivery of academic operations. This position is integral to coordinating course scheduling, managing the course catalog and prerequisites, and monitoring all aspects of student registration activity. In addition, the Associate Registrar supports the ongoing maintenance and enhancement of the Student Information System, supervises the Records & Registration Assistant position, and serves as a trusted resource for students, faculty, and leadership—stepping in for the Registrar as needed to help drive the department’s mission forward.
Primary Responsibilities (includes but not limited to):
- Course Administration
- In conjunction with the Vice Dean for Academic Affairs, the Associate Registrar is primarily responsible for Course Administration, including scheduling course sections, maintaining catalogue, assigning rooms, and managing prerequisite eligibility.
- Conduct registration and enrollment activities according to the established procedures, policies, and goals and needs of the school.
- Accountable for developing and managing the course scheduling and data.
- Manage course catalogue including course descriptions.
- Serve as a liaison between Facilities and Event Scheduling to manage classroom and shared spaces on campus and attend meetings as appropriate.
- Knowledge of the Law School’s academic policy and best practices.
- Student Records/Grading/Exams/Reporting
- Maintain student records ensuring accuracy, integrity, and confidentiality of information.
- Ensure compliance with the law school, state, federal and other laws, policies and regulations.
- Conduct degree audits to ensure students are adhering to all graduation requirements including responding to inquiries regarding academic performance.
- Collaborate with academic advisors to promote achievement of student educational goals.
- Assisting the Registrar to confer degrees and credentials upon completion of program requirements.
- Serve as liaison and record keeper for dual degree programs.
- Transfer coursework articulation, evaluating incoming transcripts to determine transferability of credits and completed requirements.
- Working with Academic & Records Assistant to fulfil Transcript, Request for Records, Enrollment & degree verification request.
- Assist with the accurate and timely input of grades, grade changes, and grade release.
- Post academic and graduation honors, including the Dean’s Honor’s list.
- Assist the Registrar and Exam & Data Specialist including reviewing exam materials, coordinating with Proctors, and other exam administration duties.
- Assist the Registrar on collecting and reporting to internal and external partners, including the National Student Clearinghouse, the American Bar Association, and Western Association of Schols and Colleges.
- Department Support
- Oversee the day-to-day activities of the department.
- Supervise assigned staff.
- Hire, train, coach, and evaluate assigned staff.
- Delegate effectively to ensure workload is balanced for efficiency and effectiveness.
- Provide appropriate feedback and coaching to assigned staff on a regular basis.
- Support and encourage employees to achieve performance and development goals.
- Accountable for employees’ performance results.
- Act on behalf of Registrar in the Registrar’s absence or as delegated.
- Work with the Registrar and others to develop policies and services to align with the school’s strategic plan and review and update regularly.
- Assist with the development of the annual budget.
- Consult with the Registrar on issues, policies and procedures, when appropriate.
Minimum Qualifications:
- Bachelor’s degree required and at least five (5) years’ experience in college/university records department, or equivalent combination of education and applicable experience.
- At least two (2) years’ supervisory experience.
- Strong technical background and experience with student database preferred.
- Familiarity with FERPA is preferred.
- A strong commitment to customer service is essential.
- Highly motivated and organized professional with demonstrated problem-solving abilities; able to take initiative, manage multiple priorities, and handle a wide range of responsibilities independently with minimal supervision, while maintaining strong interpersonal and professional standards.
- The incumbent must be able to work in team dynamic, exercise sound judgment, and resolve conflict with tact and diplomacy.
- Experience in budgeting is desired but not required.
- Experience in higher education is preferred.
Technical Skills:
- Intermediate level computer skills.
- Technical knowledge and experience in Student Information Systems (SIS) required.
- Experience in Microsoft Office Ecosystem, including MS365.
- Proficient with the use of Excel, including pivot tables, data lookups, data comparisons, and various data manipulations.
- Experience with website management (CMS) and web page editing.
- Knowledgeable in relational database practices, and data analysis, strongly preferred.
- Familiar with imagining and archiving documents.
- Aptitude for learning and implementing new technology.
- Knowledgeable in using reporting tools including Power BI, Access, etc.
Compensation: $85,000.00 - $90,000.00 Annual Salary
Factors in determining the appropriate compensation for this role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The higher end of the range will be considered for well qualified candidates. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the law school reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the law school anticipates paying for this position, based on internal equity and budget.
The law school offers competitive benefits for eligible employees, including, but not limited to:
- Generous employer contribution for Medical, Dental and Vision Insurance (depending on which plan/level the employee elects).
- 403 (b) Employer Retirement contribution of 8% (up to 8k per year) Fully and immediately vested.
- Company Paid Life and AD&D Insurance.
- Paid Long-Term Disability Insurance.
- Flexible Spending Plan.
- Paid Winter & Fall Breaks
- Additional 10 Paid Holidays
- Accrued Paid Time Off
- Wellness Programs
Perks:
- Little Italy/Downtown location for convenient access to great restaurants and after-hour activities.
- Free on-campus parking facilities provided.
- Employee engagement events are held both virtually and on-campus.
- On-Campus Convenience Store.
- Complimentary bottomless Specialty Coffee.
- Use of on-campus Law Library facilities.
Resume and Cover Letter Required.
APPLY NOW
Complete an application through the CWSL Career Center website at https://workforcenow.adp.com/jobs/apply/posting.html?client=35y2n&ccId=19000101_000001&type=MP&lang=en_US or visit our website at CWSL.edu and search Current Job Openings.
About us:
Established in 1924, CWSL is an ABA accredited and AALS member, non-profit law school located in downtown San Diego, California. CWSL has the distinction of being San Diego’s oldest law school. CWSL is the recipient of numerous community service awards, including the State Bar of California President’s Pro Bono Service Award, and the federal government’s President’s Higher Education Community Service Honor Roll. The law school is also home to numerous outstanding programs, including the Innocence and Justice Clinic, Community Law Project, and New Media Rights Program. The faculty are dedicated to teaching, research, and service to the community. Detailed information is available at https://www.cwsl.edu/
California Western School of Law is committed to using the law to prevent and solve human and societal problems. In conjunction with our mission - to train ethical, competent, and compassionate lawyers, representative of our diverse society and equipped to use the law effectively and creatively on behalf of all members of society - we value a rich diversity among our students, alumni, faculty, and staff, as well as in the larger communities of which we are a part.
The law school is an Equal Opportunity Employer dedicated to excellence through diversity. The law school provides reasonable accommodations to qualified applicants with disabilities upon request.
Salary : $85,000 - $90,000